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Item 8A - City Attorney Evaluation ToolAOI:.':NDA ITEM: SUBMITTED BY: DAT E: BACKGROUND: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Ci ty All orn cy Eva luation Tool Ca th erjn e Bcn·y, Esq., lluman Resou rces Director (" 8 October 11 , 20 14 AGENDA ITEM I# 8A OCTOilER 27,2014 Wh il e a pcr ro rmance evaluatio n is meant Lo ana lyze Lhe City Attorney's performance and what has been accomplished dur in g a g iven perio d of Lime, it is also a com muni cations too l and a lea rn ing process whereby th e City Commi ss ion ct nd th e Ci ty Attorn ey ca n l ea r n more about each other's expectations and wh e re s trengths and w ea knesses ex i st in th e r elationship. Annu a l cva ltJations s h o uld i d enti fy a ny major cliffer e llccs in direc t i on, miscommun i ca tion Ol' probl e m s before th ey becom e Ci'itiCkl lto the o p e ra lions of til e City of Atla ntic Beach. Th e attach ed, taken from Lhc I CMA evaluation tool deve l oped by th e Unive r s ity of T ennessee fo r Ci ty M a nagers and r evi se d to r e rl cct th e duties and responsibil ities of the City Allorn cy , ha s 7 categories w i t hin whic h lo cva luale th e p erfo rma n ce of th e Ci ty Attor n ey. l l <)ISO gives th e opportunity for a narr ative ev a luation by et~c h Com m iss ioncr. I3UDG ET: No impact. RECOMMENDATION : Adopt th is eva lu ation toollo he uti lized for an an nu al evaluation of the C ity Atlorney, wh ich proce ss w ill be directed by the Mayor and coordinated by the C it y Manager each year. ATTACHMENTS: C ity A ttorney Evaluation Tool REV IEWED BY C I TY MANAG ER: . /L {, c'/t!±z ,z;U._., City Attorney Performance Evaluation City of Atlantic Beach, Florida Evaluation period: _______ to ______ _ Commissioner's Name AGENDA ITEM# SA OCTOBER 27,2014 Each member of the Commission should complete this evaluation form, sign it in the space below, date and return it to Human Resources. The deadline for submitting this performance evaluation is ____________ . Evaluations will be summarized and included on the agenda for discussion at the Commission Meeting on ______________ . Those evaluations not received by Human Resources by the date listed above will not be considered. Mayor's Signature Date Commissioner's Signature Date Submitted Page 1 of 7 INSTRUCTIONS AGENDA ITEM #SA OCTOBER 27, 2014 This evaluation form contains seven 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 Attorney's performance. 5 =Excellent (almost always exceeds the performance standard) 4 = Above average (generally exceeds the performance standard) 3 =Average (generally meets the performance standard) 2 =Below average (usually does not meet the performance standard) 1 =Poor (rarely meets the performance standard) Any item left blank will be interpreted as a score of "3 =Average" This evaluation form also contains a provision for entering narrative comments, including an opportunity to enter responses to specific questions and an opportunity to list any comments you believe appropriate and pertinent to the rating period. Please write legibly. Leave all pages of this evaluation form attached. Initial each page. Sign and date the cover page and return to the Human Resource Director by the requested date. On the date space of the cover page, enter the date the evaluation form was submitted to Human Resources. All evaluations presented prior to the deadline identified on the cover page will be summarized by the Human Resources Director into a performance evaluation to be presented by the Commission to the City Attorney 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 __ Exhibits composure and attitude appropriate for the position Add the values from above and enter the subtotal __ + 4 = __ score for this category Page 2 of 6 Initials 2. LEGAL CONSULTATION AGENDA ITEM# SA OCTOBER 27, 2014 __ Provides the scope of legal expertise necessary to meet the City's needs on issues that arise __ Provides his best and honest recommendations given all existing legal issues and ramifications __ Possesses knowledge of and provides efficient and effective advice on the City's Charter and Municipal Code __ Advice provided regularly takes into account and balances the overall goals and objectives of the City __ Proactively identifies potential legal issues when he is aware of them to avoid problems from occurring __ Accurately identifies and addresses all legal issues within documents and items that he reviews Add the values from above and enter the subtotal __ + 6 = __ score for this category 3. LEGAL REPRESENTATION __ Aggressively represents the interests of the City as directed by the Commission __ Approach to legal matters is effective in achieving the best possible legal outcomes for the City's interests given the issues that arise __ Represents the City in a professional and ethical manner __ Is impartial and objective in his duties and responsibilities __ Estimates of legal impacts are reasonably accurate on a regular basis Add the values from above and enter the subtotal __ + 5 = __ score for this category 4. STAFF WORK __ Prepares ordinances, resolutions, contracts and other legal work accurately and consistent with the direction and objectives communicated by the Commission, City Manager and/or Department Heads __ Maintains a good working relationship with members of the City's management team __ Able to maintain the Commission's and Staff's confidence while informing them of the different legal risks that proposed actions might generate __ Displays a positive attitude in carrying out his responsibilities and responding to requests Page 3 of 6 Initials AGENDA ITEM# 8A OCTOBER 27, 2014 Add the values from above and enter the subtotal __ + 4 = __ score for this category 5. COST/FISCAL ACCOUNTABILITY AND CONTROL __ Effectively manages and controls legal costs given the issues, assignments and requests made to him __ Legal tasks are performed with appropriate authorization according to established procedures and contract requirements __ Fiscally effective approach in achieving best possible legal outcomes for the City's interests given the issues that arise __ Invoices accurately identify tasks and expenses in sufficient detail to provide accountability and cost control Add the values from above and enter the subtotal __ + 4 = __ score for this category 6. RESPONSIVENESS/TIMELINESS OF ACTIONS __ Requested legal work and assignments are completed in a timely manner within established time frames __ Accessible when needed to respond to requests for legal information and assistance __ Timely completion of legal reviews and requests for information __ Effective follow-up to requests that are made to him __ Accurately interprets and clarifies Commission and City Manager direction Add the values from above and enter the subtotal __ + 5 = __ score for this category 7. COMMUNICATIONS ___ Effectively communicates with Commissioners, City Manager and Department Heads __ Answers are provided in a timely and understandable manner __ Maintains confidentiality with regard to all legal matters, as appropriate Add the values from above and enter the subtotal __ + 3 = __ score for this category Page 4 of 6 Initials NARRATIVE EVALUATION AGENDA ITEM #SA OCTOBER 27,2014 What would you identify as the City Attorney's strength(s), expressed in terms of the principle results achieved during the rating period?-------------------- What performance area(s) would you identify as most critical for improvement? _____ _ What constructive suggestions or assistance can you offer the City Attorney to enhance performance? ____________________________ __ Page 5 of 6 Initials AGENDA ITEM# SA OCTOBER 27, 2014 What other comments do you have for the City Attorney e.g., priorities, expectations, goals or objectives for the new rating period? ---------------------- Page 6 of 6 Initials