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Item 8C - City Manager Evaluation ToolAGENDA ITEM : SUBM ITTED BY: DATE: BA CKGROUND: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Ci ty Manager Evaluation Too l /', Catherine Berry, Esq., Human Resou rce s Director f 1 =:/ October 1 0, 20 14 AGENI)A I'I 'I£M #8C OCTOBER 27,2014 Whi le a performance eva lu ation is meant to analyze the C ity Manager 's performance and wha t has been acco mplished during a give n period of Lime , it i s al so a co mmunication s tool and a teaming process whereby t he City Commission a nd t h e Ci ty Managc1· C<l n l ea rn more about each other's ex pe ctat ions an d where st r en g ths and weaknesses ex is t in the re lationship. Annual eva lu ati on s s ho ul d identify any n1ajor differ ences in direct ion, misco mmunicatio n or problems b efore they b eco m e critical to the oper a tions ur th e City uf Atl a ntic 13cach. The attached, taken from l h c ICM /\ evalu atio n too l developed by th e IJ11iv crsily of T en n csscc, i s use d by m any mun i ci pa I i ties throug h o ut t he country rllld eva luates l he mmwger on: • relationship with the mayor and th e co mmission, • r c l <ltionship w ith employees , • publ i c r e l ations, • inlcrgovernmentalmanagcmcnt, • fin c-1ncialmanagement, • organizational management, a nd • p e r so n al cha r acte rist i cs . It al so g ives the opportuni ty for a narrc1l i ve eva l ua t i on by eac h Co mmiss i oner , BUDGET: No impact. RECOMMENDATION: Adopt thi s eva lu at ion too l to be utilized for an annual eva lu at ion of tile City Manag er, which pro cess will be coo rd inated by th e Director of Hum an Resources each yea r. ATTACHMENTS: Cj ty Manager Evaluation Tool REVIEWED BY C ITY MANAGER: -1f t/4-.dft..h-1 City Manager Performance Evaluation City of Atlantic Beach, Florida Evaluation period: _______ to ______ _ Commissioner's Name AGENDA ITEM# 8C 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 # SC OCTOBER 27, 2014 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 =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 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 + 5 = __ score for this category Page 2 of 7 Initials 2. PROFESSIONAL SKILLS AND STATUS AGENDA ITEM # 8C OCTOBER 27, 2014 __ 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 governing body members 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 __ + 5 = __ score for this category 3. RELATIONS WITH ELECTED MEMBERS OF THE GOVERNING BODY __ Carries out directives of the Commission as a whole as opposed to those of any one member or minority group __ Sets meeting agendas that reflect the guidance of the Commission and avoids unnecessary involvement in administrative actions __ Disseminates complete and accurate information equally to all Commissioners 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 __ + 5 = __ score for this category 4. POLICY EXECUTION __ Implements Commission actions in accordance with the intent of Commission __ Supports the actions of the Commission after a decision has been reached, both inside and outside the City __ 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 Commission 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 __ + 5 = __ score for this category Page 3 of 7 Initials 5. REPORTING AGENDA ITEM# 8C OCTOBER 27,2014 __ Provides regular information and reports to the Commission concerning matters of importance to the City, using the City charter as 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 matters that are non-routine and not administrative in nature __ Reports produced by the City Manager are accurate, comprehensive and concise __ Produces and handles reports in a way to convey the message that affairs of the City are open to public scrutiny Add the values from above and enter the subtotal __ + 5 = __ score for this category 6. CITIZEN RELATIONS __ Responsive to requests from citizens __ Demonstrates a dedication to service to the community and its citizens __ 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 citizen satisfaction with City services Add the values from above and enter the subtotal __ + 5 = __ score for this 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 plan __ Promotes training and development opportunities for employees at all levels of the organization Add the values from above and enter the subtotal + 5 = __ score for this category Page 4 of 7 Initials 8. SUPERVISION AGENDA ITEM # 8C OCTOBER 27, 2014 __ Encourages heads 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 __ + 5 = __ score for this category 9. FISCAL MANAGEMENT __ Prepares a balanced budget to provide services at a level directed by the Commission __ Makes the best possible use of available funds, conscious of the need to operate the 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 City Add the values from above and enter the subtotal __ + 5 = __ score for this category Page 5 of 7 Initials 10. COMMUNITY __ Shares responsibility for addressing the difficult issues facing the City __ Avoids unnecessary controversy __ Cooperates with neighboring communities and the county AGENDA ITEM# 8C OCTOBER 27, 2014 __ 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 __ + 5 = __ score for this category NARRATIVE EVALUATION What would you identify as the manager'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? _____ _ Page 6 of 7 Initials AGENDA ITEM# 8C OCTOBER 27, 2014 What constructive suggestions or assistance can you offer the City Manager to enhance perrormance? __________________________________________________________ __ What other comments do you have for the City Manager; e.g., priorities, expectations, goals or objectives for the new rating period? -------------------------------------------- Page 7 of 7 Initials