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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. m CTTf WMCIL July 25. 2005 # 05-258 Motion Mede avd Seconded a for P TStage 0 E D E E Ease Adopting Police Entitled, S[ MIM& Pe finance geviev of Cove A tees 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. os -258 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 a5 -25a 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.