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Item 3D - City Clerk Evaluation ToolAGENDA IT EM: SUBMITTED BY : DATE: BA C KGROUND : CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT City Clerk Eva lu ation Too l !DO. Cat herine Berry, Esq., Hum an Reso urces Direc tor L~ October I 0, 201 4 AGENDA ITEM II 30 NOVEM BEit 10,2014 Whil e a performance eva lu atio n is me anrto a na lyze the City Clerk's performa nce an d wha t ha s been accompli shed dur ing a give n period of tim e, it is also a co mmuni cations tool and a learning pro cess whereby th e City Co mmiss ion an d th e Cit y C:lc r k can Jearn more e1 bo ut ea c h othe r's ex p ec tations a nd w he r e strengths a nd we<~kne sses ex is t in th e r e lat io ns hip. Annua l eva luatio ns s hould ide nlif'y any major d iffe rences i n direc ti o n, m isco mmunicatio n o r prob l em s before they become critica l to the opera ti ons of th e Ci ty of At lan t i c 13eac h. Th e attached, taken rrom th e I CM A evaluation tool deve lo ped by th e Un iver sity of Te nn essee for Ci ly Ma nagers and r ev ised to r e fl ect th e duti es a nd r espo ns ibilities or th e City Clerk, ha s 6 ca tego ri es w it hin w hi ch to eva lu ate the pe r form an ce of the Cily Cle rk. It al so gi ves th e opportunity fo l' a na r rative ev<llua tion by eac h Commissione r . BUDGE T: No impact. RE CO MM RNDAT ION : Adopt thi s evalu atio n too l to be utilized fo r an annua l evaluat ion of th e City Cler k, whi ch process wi ll be direc ted by th e May or <llld coordin a ted by th e City Mana ger eac h yea r. ATTA C HM ENTS: City Clerk Ev alu ation Too l R EVI E WE D BY C ITY MA NAGE R: ---//"' ?J.:z, .2: r ..t I City Clerk Performance Evaluation City of Atlantic Beach, Florida Evaluation period: _______ to ______ _ Commissioner's Name AGENDA ITEM# 3D NOVEMBER 10,2014 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 of7 INSTRUCTIONS AGENDA ITEM #3D NOVEMBER 10, 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# 3D NOVEMBER 10, 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 #3D NOVEMBER 10, 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# 3D NOVEMBER 10, 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