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