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Item 8B - City Clerk Evaluation ToolAG eNDA ITEM : SUBM ITTED BY: D/\TE: BACK GROUND: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT City Cle rk Eva lu ati on T ool {il(;:i.. Ca therin e Be rry, Esq., 1 lum an Resource s Direc tor L A--J October I 0, 20 14 AGILNOA I TEM# HR O CTOBER 27,20 14 Wh il e a pcrlonmm cc eva luati on is meant to ana lyz e !he City C lerk 's pcrfonn ance and what ha s been accomp lished during a given period or time , it is al so a co mmuni catio ns tool and a learnin g process whereby the City Commi ssio n and th e City f.lerk can lea rn m ore <lbout each other's ex p ecta tio ns and wh er e str engths a nd wea knesses ex i st in t h e r elationship. Annual eva luations s hou ld identi fy any major differ e n ces in directi o n, misco mmunica tion or problem s b e fore they b eco m e c riti c.:n l t o the o p cnHi ons of th e Ci ty of Atl anti c Beac h. Th e attach ed, taken from th e I CM /\ eva lu ati on tool tl ev c l op c cl by the University o f T ennessee for Ci ty Ma nagers a nd re v i se d t o r e fl ec t th e du ties <:lnd res p ons ibil i ti es or th e City Cl erk, has 6 catego ries w ithin which to eva luCl te the perform an ce o f l h c City Ci eri<. ll al so gives lhc opportunity for a narnuive eval u ati o n by eac h Co mmissio ne r . BUD GET: No imp ac t. lW COMMENDATION : Adopt this eva luatio n too l to be uti lize d for an annual eva lu ation of !h e Ci ty Cler k, wh ic h p rocess wi ll be directed by th e Mayo r and coordinated by the C ity Ma nager each year. ATTACH MENTS: City Clerk Ev alu ati on Tool City Clerk Performance Evaluation City of Atlantic Beach, Florida Evaluation period: _______ to _______ _ Commissioner's Name AGENDA ITEM# SB 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# 8B OCTOBER 27, 2014 This evaluation form contains six 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 Clerk'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 Clerk 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 5 Initials 2. PROFESSIONAL SKILLS AND STATUS AGENDA ITEM# SB OCTOBER 27, 2014 __ Maintains knowledge of current developments affecting the practice of the Clerk's Office __ 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 Commission members and/or staff __ Sets a professional example by handling affairs of the Clerk's office in a fair and impartial manner Add the values from above and enter the subtotal __ + 5 = __ score for this category 3. CITY CLERK FUNCTIONS __ Oversees the appropriate maintenance of all records of the City and oversees the records retention and destruction process __ Provides accurate and timely agendas and successfully manages the agenda process for the Commissioners, City Manager and Department Heads __ Attends all regular and special meetings of the Commission and successfully provides accurate official minutes of the proceedings __ Manages all public records requests __ Manages municipal elections, and exhibits knowledge of principles and practices of municipal code and pertinent election law __ Ability to meet and serve the public with tact and creditability Add the values from above and enter the subtotal __ + 6 = __ score for this category 4. REPORTING AND RECORDS __ Provides regular information and reports to the Commission concerning matters of importance to the City, using the City Charter as a guide __ Responds in a timely manner to requests from the Commission for special reports __ Takes the initiative to provide information, advice and recommendations to the Commission on functions and issues involving the Clerk's Office __ Effectively manages records and indexing of records for public use __ Understands Florida Public Records and Government in the Sunshine Laws Add the values from above and enter the subtotal __ + 5 = __ score for this category Page 3 of 5 Initials 5. FISCAL MANAGEMENT AGENDA ITEM# 8B OCTOBER 27, 2014 __ Makes the best possible use of available funds, conscious of the need to operate the the Clerk's Office 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 Clerk's Office Add the values from above and enter the subtotal __ + 4 = __ score for this category 6. STAFFING AND SUPERVISION __ Manages staff effectively __ Encourages teamwork, innovation and effective problem-solving among staff members __ Instills confidence and promotes initiative in subordinates through supportive controls for their programs while still monitoring operations at the staff level __ 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 __ Promotes training and development opportunities for employees Add the values from above and enter the subtotal __ + 5 = __ score for this category NARRATIVE EVALUATION What would you identify as the City Clerk's strength(s), expressed in terms of the principle results achieved during the rating period?-------------------- Page 4 of 5 Initials AGENDA ITEM# 8B OCTOBER 27,2014 What performance area(s) would you identify as most critical for improvement? _____ _ What constructive suggestions or assistance can you offer the City Clerk to enhance performance? __________________________________________________________ __ What other comments do you have for the City Clerk; e.g., priorities, expectations, goals or objectives for the new rating period? ------------------------------------------- Page 5 of 5 Initials