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HomeMy WebLinkAboutReso 04-18 City Manager Evaluation Policyc A• I' _ •,', !; _ •I R• • • WHEREAS, the Morro Bay City Council is responsible for hiring a City Manager and adopting goals and objectives to direct the affairs of City government; and WHEREAS, the City Manager is empowered to perform a number of broadly defined duties in order to implement City policies, goals and objectives established and adopted by the City Council; and WHEREAS, it is appropriate the City Manager's performance in accomplishing his/her assigned duties be evaluated by the City Council at minimum on regular basis. NOW, THEREFORE, BE IT RESOLVE® by the City Council of the City of Morro Bay, California, as follows: Section 1. Resolution No. 73-15 is hereby rescinded. Section 2. The Narrative Evaluation (the last page of the attached City Manager Performance Evaluation form, Exhibit A hereinafter referred to as "the form") shall be completed by each Council Member and the City Manager and used for an evaluation of the City Manager by the Council to be scheduled for February and August. The entirety of the form shall be completed by each Council Member and the City Manager for an evaluation of the City Manager by the Council to be scheduled for May. The entirety of the form shall be completed by each Council Member, the City Manager and each City Department Director for an evaluation of the City Manager by the Council to be scheduled for November. Subsequent to the November 2018, evaluation, the City Council may rescind this Resolution and adopt a replacement to provide for less evaluations in recognition of the experience the City Council will have had with the City Manager. Section 3. The form will be distributed, by the City Attorney or City Council designee, to the appropriate individuals noted above by at least the 15th day of the month preceding the month each evaluation has been scheduled, except for the first review period of 2018 the last page of the form will be distributed by January 30th. Each individually completed last page of the form or entirety of the form, as applicable, and returned to the City Attorney or Council designee within 15 days after receipt. The City Attorney or Council designee will prepare a Summary of the City Manager Performance Evaluations (hereinafter referred to as "Evaluation Summary") submitted. Section 4. At least 5 days before each scheduled evaluation date, the City Attorney or Council designee shall give a copy of the Evaluation Summary and the City Manager self -evaluation to each Council Member and the City Manager. As soon thereafter as possible, the Council shall meet with the City Manager in closed session and review in 01181.0001/435388.4 RESOLUTION NO. 04-18 Page 2 of 2 detail the Evaluation Summary, including stated goals, and the City Manager self - evaluation. At its discretion, the City Council may meet in one or more closed sessions to consider the Evaluation Summary and City Manager's self -evaluation. After the last closed session at which the Evaluation Summary has been reviewed, a final copy of the Evaluation Summary, reflecting the vote and signed by each Council Member, and the City Manager's self -evaluation shall be given'to the City Manager and a copy shall be placed in the City Manager's personnel file. All individual evaluation forms will be placed in a sealed envelope and retained by the Personnel Department accessible only to seated (not newly -elected) Council Members for the tenure of the City Manager's employment. Section 5. The Mayor shall sign and the City Clerk shall attest to the passage and adoption of this resolution, and the same shall thereupon take effect PASSED AND ADOPTED by the City Council of the City of Morro Bay at a regular meeting thereof held on the 23rd day of January 2018 on the following vote: AYES: NOES: ABSENT: ABSTAIN ATTEST: Irons, Davis, Headding, Makowetski, McPherson None None None j, AN.SQ J DANA SWANSON, City Clerk 01181.0001/435388.4 CITY OF MORRO BAY CITY MANAGER PERFORMANCE EVALUATION EVALUATION PERIOD: City Council Member's Name Each Member of the City Council should complete this evaluation form, sign it in the space below, and return it to performance evaluation is The deadline for submitting this Evaluations will be summarized and included on the agenda for discussion at the work session on Exhibit A Resolution 04-18 City Council Member's Signature Date Submitted Page 1 of 9 Initials CITY OF MORRO BAY CITY MANAGER PERFORMANCE EVALUATION SUMMARY EVALUATION PERIOD: Based on the City Manager Performance Evaluations submitted by each City Council Member, this City Manager Performance Evaluation Summary ("Evaluation Summary") was prepared by: Name and Title Date The Morro Bay City Council approved the Summary Evaluation and presented it to the City Manager at a Closed Session Meeting held on the day of on the following vote: AYES: NOES: AB SENT: Exhibit A Resolution 04-18 Mayor's signature Page 2 of 9 Initials This evaluation form contains ten categories of evaluation criteria. Each category contains a statement to describe a behavior standard in that category. For each statement, use the following scale to indicate your rating of the City Manager's performance. 5 —Exceeds Standard 3 — Meets Standard 1 — Needs Improvement Any item left blank will be interpreted as a score of " 3 =Meets Standard" This evaluation form also contains a provision for entering narrative comments at the end of each category to list any comments you believe appropriate and pertinent to the rating period, in particular, specifics about what is working well and what areas need improvement. Please write legibly. Leave all pages of this evaluation form attached. Initial each page. Sign and date the cover page. On the date space of the cover page, enter the date the evaluation form was submitted. All evaluations presented prior to the deadline identified on the cover page will be summarized into a summary report to be presented by the governing body to the City Manager as part of the agenda for the meeting indicated on the cover page. PERFORMANCE CATEGORY SCORING 1. INDIVIDUAL CHARACTERISTICS Diligent and thorough in the discharge of duties, "self-starter" Exercises good judgment Displays enthusiasm, cooperation, and will to adapt Mental and physical stamina appropriate for the position Exhibits composure, appearance and attitude appropriate for executive position Add the values from above and enter the subtotal of 15 = score for this category Comments for this Performance Category: Exhibit A Resolution 04-18 Page 3 of 9 Initials 2. PROFESSIONAL SKILLS AND STATUS Maintains knowledge of current developments affecting the practice of local government management Demonstrates a capacity for innovation and creativity Anticipates and analyzes problems to develop effective approaches for solving them Willing to try new ideas proposed by the Council and/or staff Sets a professional example by handling affairs of the public office in a fair and impartial manner Add the values from above and enter the subtotal of =5 = score for this category Comments for this Performance Category: 3. RELATIONS WITH ELECTED MEMBERS OF THE CITY COUNCIL Carries out Council directives as a whole as opposed to those of any one Member or minority group Sets meeting agendas that reflect the guidance of the Council and avoids unnecessary involvement in administrative actions Disseminates complete and accurate information equally to all Members in a timely manner Assists by facilitating decision making without usurping authority Responds well to requests,. advice, and constructive criticism Add the values from above and enter the subtotal of Comments for this Performance Category: Exhibit A Resolution 04-18 Page 4 of 9 =5 score Initials 4. POLICY EXECUTION Implements Council actions in accordance with the intent of Council Supports the actions of the Council after a decision has been reached, both inside and outside the organization Understands, supports, and enforces local government's laws, policies, and ordinances Reviews ordinance and policy procedures periodically to suggest improvements to their effectiveness Offers workable alternatives to the governing body for changes in law or policy when an existing policy or ordinance is no longer practical Add the values from above and enter the subtotal of =5 = score for this category Comments for this Performance Category: 5. REPORTING Provides regular information and reports to the Council concerning matters of importance to the local government, using the Morro Bay Municipal Code and adopted policies as a guide Responds in a timely manner to requests from the Council for special reports Takes the initiative to provide information, advice, and recommendations to the Council on matters that are non -routine and not administrative in nature Reports produced by the City Manager are accurate, comprehensive, concise and written to their intended audience Produces and handles reports in a way to convey the message that affairs of -the organization are open to public scrutiny Add the values from above and enter the subtotal of Comments for this Performance Category: Exhibit A Resolution 04-18 Page 5 of 9 =5 score for this category Initials 6. CITIZEN RELATIONS Responsive to requests from residents Demonstrates a dedication to service to the community and its residents Maintains a nonpartisan approach in dealing with the news media Meets with and listens to members of the community to discuss their concerns and strives to understand their interests Gives an appropriate effort to maintain resident satisfaction with City services Add the values from above and enter the subtotal of =5 = score for this category Comments for this Performance Category: 7. STAFFING Recruits and retains competent personnel for staff positions Applies an appropriate level of supervision to improve any areas of substandard performance Stays accurately informed and appropriately concerned about employee relations Professionally manages the compensation and benefits Promotes training and development opportunities for employees at all levels of the organization Add the values from above and enter the subtotal of Coments for this Performance Category: Exhibit A Resolution 04-18 Page 6 of 9 5 score for this category Initials 8. SUPERVISION Encourages head of departments to make decisions within their jurisdictions with minimal City Manager involvement, yet maintains general control of operations by providing the right amount of communication to the staff Instills confidence and promotes initiative in subordinates through supportive rather than restrictive controls for their programs while still monitoring operations at the department level Develops and maintains a friendly and informal relationship with the staff and work force in general, yet maintains the professional dignity of the City Manager's office. Sustains or improves staff performance by evaluating the performance of staff members at least annually, setting goals and objectives for them, periodically assessing their progress, and providing appropriate feedback Encourages teamwork, innovation, and effective problem -solving among the staff members Add the values from above and enter the subtotal of Comments for this Performance Category: 9. FISCAL MANAGEMENT =5 : score for this category Prepares a balanced budget to provide services at a level directed by Council Makes the best possible use of available funds, conscious of the need to operate the City efficiently and effectively Prepares a budget and budgetary recommendations in an intelligent and accessible format Ensures actions and decisions reflect an appropriate level of responsibility for financial planning and accountability Appropriately monitors and manages fiscal activities of the organization Add the values from above and enter the subtotal of =5 = score for this category Exhibit A Resolution 04-18 Page 7 of 9 Initials Comments for this Performance Category: 100 COMMUNITY Shares responsibility for addressing the difficult issues facing the City of Morro Bay Avoids unnecessary controversy Cooperates with neighboring communities and the County Helps the Council address future needs and develop adequate plans to address long term trends Cooperates with other regional, State and Federal government agencies Add the values from above and enter the subtotal of =5 = score for this category Comments for this Performance Category: TOTAL PERFORMANCE CATEGORY SCORE: Add the score for categories 1-10 and enter the subtotal of =10 = Exhibit A Resolution 04-18 Initials 1. Strengths 2. Weaknesses 3. Progress toward achieving City Council's Strategic Goals 4. Plan for improvement (if necessary) PERFORMANCE OBJECTIVES FOR COMING YEAR What does the Manager do that you would like him/her to continue, or is there anything you would like him/her to do differently? In what areas should the Manager focus his/her attention in the coming year? What is City Council doing that helps support the City Manager and staff. What can City Council do differently to support and build a stronger relationship with the City Manager, Exhibit A Resolution 04-18 Page 9 of 9 Initials