HomeMy WebLinkAbout2005-07-25 05-258 ORDERItem No 05-258
Date: 07 -25 -OS
Item/Subject: Order, Adopting Policy Eroded, "Performance Review of Council Appointees."
Responsible Department: City Council
Commentary:
During last years evaluation of the C4 Manager and MIs year's Counal Retreat, there was considerable
disocsion about the process used by the Coy Council to evaluate its appointees. As a result, the Personnel
Committee of Me CiN Council was asked to mAew current practice and to develop a policy to guide the
Council In the future. The Personnel Committee recently met, and the attached Poky has been developed
and is recommended for full Council approval.
Under this poky, all members of the City Coundl will be provided Me opportunity M complete an evaluation
form on each of the Council's four appointees. Evaluation Committees appointed by the Council Chair will
Men summarize Mese evaluations and meet with the employee being evaluated to review Council comments
and to provide the employee with the opportunity to provide Information that may be of use m the Council.
The Committee will Men finalize the eoaluadon ant make copies of it available to the full Council. The polo
also sets font dates and timelines for that evaluaton process to Insure that they are completed in a timely
manner.
Department Head
Manager's Comments:
I would note that there was discission regarding the current evaluation form at the Personnel Committee
meeting. The Committee has requested that some other examples of senior executive evaluation fortes
be prmuded and that the Committee meet again to review the current and alternate forms. At the same
time, the Committee recognized that a number of evaluations are due andreea n tl thou be
begun with the current form.
t' City Manager
Associated Information: Policy
Finance Director
X Passage
_ First Reading Page _ of
Referral
^ assigned to p2mcl3or C sbmmll Jn1y Ys, 3005
is
.q CITY OF BANGOR
(TFRE.)Order, Adopting Policy Entitled, 'Performance Review of Council Appolntees."
WHEREAS, the City Council annually evaluates the performance of Me City Manager, Ory Solicitor, City
Assattor, and City Clerk; and
WHEREAS, R is essential that these evaluations are structured to as to provide Information to the
employee regarding hls/her performance; provide positive reinforcement Por work vrell done;
all attention to areas in which training, education, or special assistance is needed to
improve performance; and pmvlde an opportunity far the employee to make
recommendations on efficiency and productivity Improvements; and
WHEREAS, to insure that these objectives are met, procedures for conducting Mese evaluations are
necessary;
NOW, THEREFORE, BE R ORDERED BY THE CITY COUNCIL OF THE CITY OF BANGOR THAT
The attached policy entitled, "Performance Review of Council Appointees" is hereby adopted.
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July 25. 2005 # 05-258
Motion Mede avd Seconded
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Adopting Police Entitled,
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AsOgnetlb Councilor /`��f
05-258
POLICY
PERFORMANCE REVIEW OF COUNCIL APPOINTEES
1.0 PURPOSE.
The Purpose of this policy is to outline the procedures to be followed In
reviewing the performance of council appointees. These are the City Manager,
Ory Clerk, Qty Solicitor, and City Assessor. The Purpose of the performance
review, is to:
1.1 Evaluate the individual's job performance;
1.2 Communicate Information W the employee regarding how he/she is
Performing the job;
1.3 Enhance the Individual's performance through positive reinforcement of
work well done;
1.4 Call attention W any Identified areas of weakness or areas In which
additional training, education or special assistance is necessary to
Improve the employee's performance;
1.5 listen to employee recommendations regarding methods W improve
efficiency and productivity of the assigned duties.
2.0 POLICY
It is the policy of the City that the performance of all Council appointees shall be
reviewed In accordance with the standard evaluatem schedules and requirements
of the Clove Personnel Rules and Regulations. The incumbents in the identified
positions are appointed by and serve a[ the pleasure of the CIN Council or in
accordance with their employment agreements with the Gry. As such, all
Councilors are to be afforded the opportunity to participate in tice evaluation
process.
3.0 PROCEDURE -- CITY CIERK, CItt SOLICITOR, CITY ASSESSOR
3.1 As a part of the annual Council Committee appuntruent process, the
Chair of the Bangor City Council shall appoint Councll Committees to
coordinate the evaluation of the Ory Clerk, City Solicitor, and City
Assessor.
3.2 No less than 45 days prior to scheduled evaluation dates, the Assistant
Qty Manager shall notify the Chair of the evaluation committee of the
necessity to initiate tre evaluation process.
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 Oty
Manager. All Councilors are urged and encouraged M connplete the
evaluation form.
3.4 At the and of this 15 -day period, the Assistant City Manager shall Provide
the completed evaluation forms to the Chair of the Evaluation Committee.
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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 the evaluation data, the Chair of the
Evaluation Committee shall provide the members of the evaluation
committee with a copy of the evaluation summary. A copy of the
summary shall also be provided to the employee under review.
3.6 The respective evaluation Committee shall then meet WA the employee
being evaluated to review the summary of the evaluation ratings and
comments.
37 Based on this meeting, the evaluation Committee may recommend that
the final eyaluation ratings and comments remain the same as in the
summary or be adjusted to reflect information 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 commktee, and
Mail 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 provided to all of the members of the
City Camel and to the empbyee under review.
3.10 This evaluation shall become final 15 days after Its receipt by the Council
and employee unless a request is received from one or more members of
Me City Council and/or the employee under review that: a meeting of the
City Counol be sdseduled to allow the Council and employee to jointly
discuss the evaluation.
3.11 Upon receipt of such a request, a meeting will be scheduled at which time
the evaluation will be discussed and finalized.
3.12 Once 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, k a mark increase or other personnel
action Is indicated, will be accompanied by a Personnel ARbn Farm
implementing that action.
4.0 PROCEDURE—CITY MANAGER
4.1 As a part of dre annual Council Committee appointment process, the
Chair of the Bangor City Council shall appoint a Council Committee to
coordinate the evaluation of the City Manager. The Councl Chair shall
serve as Me Chair of this Committee.
4.2 No less than 45 days prior to scheduled evaluation date, the Assistant
City Manager shall notify the Council Chair of the necessity to initiate the
evaluation process.
4.3 At that time, each member of the City Council shall be provided with a
Wank Executive Level Evaluation Fonn and be proitled the opportunity to
complete this form and return R within 15 days to the Assistant City
Manager. All Coundlors are urged and encouraged to complete this form.
4.4 At the end of this 15 -day period, the Assistant City Manager shall provide
the completed evaluation forms 0 the Council Chair. The Council Chair
05-256
shall prepare, or shall ask the Assistant City Manager to prepare, a
summary of the evaluation ratings and comments.
4.5 No less than 15 days prior to the evaluation date, the Chair of the City
Council shall provide the other members of the Evaluation Committee and
the City Manager with a copy of the evaluation ratings and comments.
4.6 The Evaluation Committee shall than meet with the City Manager to
review the summary of the evaluation ratings and comments.
4.7 Based on this meeting, the Evaluation Commitee may recommend that
Me final evaluation ratings and comments remain the same as in the
summary or be adjusted to retied Information and comments provided by
l City Manager.
4.8 The City Manager shall be provided a copy of the final recommended
evaluation, as agreed th by the Evaluation Commitee, and shall be
afforded an opportunity W provide comments or explanations, if desired.
4.9 A cop✓ of the final evaluation, including any comments provided by the
City Manager and Mentifying any changes recommended by the
Evaluation Committee, Stall be provided to all of the members of the City
4.10 The City Council and the City Manager shall then meet to review the
evaluation and the comments or explanations provided by the City
Manager, if any, at which time the Council shall finalize the evaluation
and protide direction as to the Managers compensation and benefits and
any amendments to the Managers employment agreement.
4.11 Based on this direction and if necessary, the Assistant City Manager shall
prepare the necessary Council agenda items and place them on the next
Council agenda for formal Caundl action.
4.12 Once final, the original copy of the evaluation will be forwarded to Human
Resources for inclusion in the employee's personnel file and, If a merle
Increase or other personnel action is indicated, will be accompanied by a
Personnel Action Form implementing that action.
5.0 MLSCELIANEOtS PROVISIONS
5.1 In recognition of employee privacy right, all meetings of the City Council
or Council Evaluation Committees shall be conducted in executive session,
unless the employee under review requests a public session. If the
employee requests a public session, the session most be held in public.
5.2 in artier th comply with the Maine Open Meetings Statutes, employees
under reWew will be permitted th be present M all Coundl 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, howevx, 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 againd the employee, including withholding of meet Increases.
For purpose of implementti g this section, it will be assumed that the
emp"e being evaluated is under investigation or may be charged if any
summary rating (defined as the mean or median of all individual
3
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Councilor mongs on any single evaluation criterion) on the evaluation
form is les than satisfactory.
5.3 In the process of completing an evaluation, the Council Chair and the
Chairs of the various evaluation committees are author red ro 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.
5.4 Nothing in this policy shall prohibit the Council, Council Chair, or
members of the evaluation committee from seeking the views of others
familiar Min the fumtions of the employee being evaluated as to the
performance of the employee.
5.5 Upon approval of the City Council, a consultant may be employed to
coordinate the evaluation process and/or to Wend It through the use of
acididonal evaluation techniques that are professionally remgnizecl as
applicable to the poston under evaluation. This could Include, for
example, what is known as a 36 egree evaluation in which opinions are
sought from subonclinates and members of the community knowledgeable
of the employee's duties and responsibilities.
.r :iii ]�
The Assistant City Manager/Human Resources Director is responsible for the
periodic review of this pdicy and to develop and recommend changes to the City
Council when and if necessary.