HomeMy WebLinkAbout2009-09-14 09-289 ORDERCOUNCIL ACTION
Item No. 59 289
Date: 9-14-2009
Item/Subject: Order, Amending Policy on Performance Review of Council Appointees
Responsible Department: City Council
Commentary:
After last year's evaluation of the City Manager, there was discussion regarding the system used to evaluate
Council appointees, particularly the differences between the process for evaluating the City Manager and
other appointees. These differences are: a requirement that the Council Chair serve as the Chair of the
Manager's evaluation committee; a requirement that the Manager meet with the full Council to review the
evaluation; and that any changes in the Manager's compensation must be approved by the full Council.
The attached revision eliminates the requirements that the Council Chair serve as chair of the Manager's
evaluation committee and that the Manager meet with the full Council to review the evaluation submitted
by the committee. This step in the Manager's evaluation process would then be consistent with those of
other appointees where a meeting with the full Council to review the evaluation would be held only upon
a request by a member of the City Council or the employee under review. Finally, the revised policy
specifies that the evaluation committees shall be composed of three members of the City Council.
The potential policy changes are noted on the attached copy of the policy.
Manager's Comments:
This has been reviewed and is recommended by the Personnel Committee.
Associated Information: Policy
Budget Approval:
Legal Approval:
Introduced for
x Passage
First Reading
Referral
Department Head
Finance Director
City Solicitor
Page _ of _
Assigned to Councilor _ Blanchette 1 9 n s 9
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T� September 14, 2009
CITY OF BANGOR
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(TITLE.) ORDER, Amending Policy on Performance Review of Council Appointees
By the City Council of the City of Bangor.
ORDERED, that
The Policy on Performance Review of Council Appointees is hereby amended as shown on the
revised version attached hereto.
IN CITY COUNCIL
September 14, 2009
Passed
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(TITLE,) e,..o—===v pnl;�p on Performance
Rp-jaw of Council appointees
Assigned to Councilor
9 '89
C.Order 05-258
POLICY
PERFORMANCE REVIEW OF CO NCIL APPOINTEES
1.0 PURPOSE
The purpose of this policy is to outline) the procedures to be followed in
reviewing the performance of council app intees. These are the City Manager,
City Clerk, City Solicitor, and City Assess r. The purpose of the performance
review is to:
1.1 Evaluate the individual's job performance;
1.2 Communicate information to the employee regarding how he/she is
performing the job;
1.3 Enhance the individual's performa ce through positive reinforcement of
work well done;
1.4 Call attention to any identified a as of weakness or areas in which
additional training, education or sp ial assistance is necessary to improve
the employee's performance;
1.5 Listen to employee recommendations regarding methods to improve
efficiency and productivity of the assigned duties.
2.0 POLICY
It is the policy of the City that the perfor ance of all Council appointees shall be
reviewed in accordance with the standard valuation schedules and requirements
of the City's Personnel Rules and Regulations. The incumbents in the identified
positions are appointed by and serve at the pleasure of the City Council or in
accordance with their employment agreements with the City. As such, all
Councilors are to be afforded the oppo unity to participate in the evaluation
process.
3-.$ PROCEDURE GFFY ri ERK GFFY cDR GFPv nSSESSOo
3.1 As a part of the annual Council Committee appointment process, the Chair
of the Bangor City Council shall appoint three member Council Committees
to coordinate the evaluation of the City Clerk, City Solicitor, and—City
Assessor, and City Manager.
3.2 No less than 45 days prior to sc eduled evaluation dates, the Assistant
City Manager shall notify the Ch it of the evaluation committee of the
necessity to initiate the evaluation Orocess.
3.3 At that time, each member of the City Council shall be provided with a
blank Executive Level Evaluation Form and be provided the opportunity to
complete this form and return it within 15 days to the Assistant City
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Manager. All Councilors are urged and encouraged to complete the
evaluation form.
3.4 At the end of this 15 day period, the Assistant City Manager shall provide
the completed evaluation forms to the Chair of the Evaluation Committee.
This individual shall prepare, or shall ask the Assistant City Manager to
prepare, a summary of the evaluation ratings and comments.
3.5 No less than 15 days prior to th � evaluation date, the Chair of the
Evaluation Committee shall provi a the members of the evaluation
committee with a copy of the a aluation summary. A copy of the
summary shall also be provided to t e employee under review.
3.6 The respective evaluation Committee shall then meet with the employee
being evaluated to review the summary of the evaluation ratings and
comments.
3.7 Based on this meeting, the evalua ion Committee may recommend that
the final evaluation ratings and comments remain the same as in the
summary or be adjusted to reflect i formation and comments provided by
the employee under review.
3.8 The employee under review shall be provided a copy of the final
recommended evaluation, as agreed to by the evaluation committee, and
shall be afforded an opportunity to provide comments or explanations, if
desired.
3.9 A copy of the final evaluation, including any comments provided by the
employee under review, shall be qrovided to all of the members of the
City Council and to the employee u der review.
3.10 This evaluation shall become final 5 days after its receipt by the Council
and employee unless a request is received from one or more members of
the City Council and/or the employee under review that a meeting of the
City Council be scheduled to allow the Council and employee to jointly
discuss the evaluation.
3.11 Upon receipt of such a request, a eeting will be scheduled at which time
the evaluation will be discussed an finalized.
3.12 Once the evaluations for the Ci Jerk City Solicitor, or City Assessor are
final, the original copy of the evaluation along with all supporting material
will be forwarded to Human Resources for inclusion in the employee's
personnel file and, if a merit increase or other personnel action is
indicated, it will be accompanied by a Personnel Action Form
implementing that action.
Manager's compensation, the Assistant City Manager shall prepare the
necessary Council agenda items, and place them on the next Council
agenda for formal Council action.
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5724.2 In order to comply with the Maine Open Meetings Statutes, employees
under review will be permitted to be present at all Council or Committee
meetings involving his or her individual evaluation. The Council or
Evaluation Committee may request that the employee agree not to be
present; such requests may only be made, however, upon assurance of
the evaluation coordinator that the employee is not under investigation
and will not be charged with any offense that might result in adverse
action against the employee, including withholding of merit increases.
For purpose of implementing this section, it will be assumed that the
employee being evaluated is under investigation or may be charged if any
summary rating (defined as the mean or median of all individual Councilor
ratings on any single evaluation criterion) on the evaluation form is less
than satisfactory.
4.3 In the process of completing an evaluation, the Council Chair and the
Chairs of the various evaluation committees are authorized to request
information and assistance from the Assistant City Manager/Human
Resources Director, both as to the evaluation process and in regard to
substantive evaluation issues.
5-.44.4 Nothing in this policy shall prohibit the Council, Council Chair, or members
of the evaluation committee from seeking the views of others familiar with
the functions of the employee being evaluated as to the performance of
the employee.
5.54.5 Upon approval of the City Council, a consultant may be employed to
coordinate the evaluation process and/or to extend it through the use of
additional evaluation techniques that are professionally recognized as
applicable to the position under evaluation. This could include, for
example, what is known as a 360 -degree evaluation in which opinions are
sought from subordinates and members of the community knowledgeable
of the employee's duties and responsibilities.
x:95.0 REVIEW AND REVISION
The Assistant City Manager/Human Resources Director is responsible for the
periodic review of this policy and to develop and recommend changes to the City
Council when and if necessary.
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