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