Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 10/7/2013- 12:50 PM Meeting ADMINISTRATIVE SERVICES 1. Extend the current Augusta Sustainable Development Attachments Implementation Program contract to provide services to create a unified development ordinance to assist with the implementation of sustainable development initiatives. 2. Presentation by Mr. Brian Green regarding a proposal for a Attachments merit system concerning promotions and pay raises. 3. Motion to approve the recommendation to officially name the Attachments new Butler Creek Park Project, “Butler Creek-North View Community Park”. 4. Discuss economic development in assocation with new tourist Attachments attractions in Augusta. (Referred from October 1 Commission meeting) 5. Discussion of a grocery store on Laney Walker Blvd. Attachments (Requested by Commissioner Fennoy) 6. Receive as information a presentation by the Human Attachments Resources Director and Deputy Administrator on progress made in the implementation of a succession plan for all critical positions within ARC. Underscore the importance of having the ability to perform our mission with the departure of key staff members. (Requested by Commissioner Lockett) 7. Motion to approve the minutes of the Administrative Services Attachments Committee held on September 23, 2013. 8. Motion to receive as information an overview of the Human Attachments Resources Department strategic plan. Must include goals, objectives, accomplishments and a timeline for the revision of the Personnel Policies and Procedures Manual. Present  measures utilized to ensure full compliance with existing policies and procedures as relates to promotions, compensation, salary adjustments, pay disparities, and retroactive pay. (Requested by Commissioner Lockett) 9. Presentation of proposed tool for performance evaluations of Attachments Commission Direct Reports as requested by Commission. 10. Discuss timeline for the introduction and implementation of Attachments employee performance reviews for personnel in critical positions. (Requested by Commissioner Lockett) www.augustaga.gov  Administrative Services Committee Meeting 10/7/2013 12:50 PM Amend the current Sustainable Development Implementation Program Contract Department: Planning and Development Dept. Caption: Extend the current Augusta Sustainable Development Implementation Program contract to provide services to create a unified development ordinance to assist with the implementation of sustainable development initiatives. Background: The Augusta Sustainable Development Implementation Program Agenda was approved by the City in 2008. The plan has assessed different “character areas” of the city and laid out a process by which Augusta would grow through managing development proactively and with a focus on preserving and enhancing green spaces. Analysis: Financial Impact: Funds will be provided through the Sustainable Development Grant Alternatives: Approve or deny the request for extension Recommendation: Approve Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 1  Administrative Services Committee Meeting 10/7/2013 12:50 PM Brian Green Department: Clerk of Commission Caption: Presentation by Mr. Brian Green regarding a proposal for a merit system concerning promotions and pay raises. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2  Administrative Services Committee Meeting 10/7/2013 12:50 PM Butler Creek Park Project Park Naming Department: Recreation, Parks and Facilities Caption: Motion to approve the recommendation to officially name the new Butler Creek Park Project, “Butler Creek-North View Community Park”. Background: This park development project is located at Highway 56 and Phinizy Road. Park access is off of Carmichael Road adjacent to the North View Community Subdivision. The Augusta Recreation, Parks and Facilities Department has developed a great partnership with the North View Community Association. Working hand in hand from the conceptual plan, through design, and now through the construction phase, this partnership demonstrates what positive things a community can accomplish when they work in concert. Analysis: In an effort to provide public engagement and to reflect the historical and geographical location of this park development, the Department, in accordance to Ordinance 7386, and in conjunction with the North View Community Association, Inc., proudly recommends the new park development along Butler Creek in South Richmond County be named “Butler Creek-North View Community Park”. (See Attached) Financial Impact: N/A Alternatives: 1. To Approve the naming of this park development “Butler Creek-North View Community Park”. 2. Move No Action. Recommendation: 1. Move to Approve. Funds are Available in the Following N/A Accounts: Cover Memo Item # 3 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Attachment number 1 \nPage 1 Item # 3  Administrative Services Committee Meeting 10/7/2013 12:50 PM Economic Development/tourist attractions Department: Caption: Discuss economic development in assocation with new tourist attractions in Augusta. (Referred from October 1 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4  Administrative Services Committee Meeting 10/7/2013 12:50 PM Grocery Store Department: Clerk of Commission Caption: Discussion of a grocery store on Laney Walker Blvd. (Requested by Commissioner Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 5  Administrative Services Committee Meeting 10/7/2013 12:50 PM Implementation of a Succession Plan for ARC Critical Positions Department: Clerk of Commission Caption: Receive as information a presentation by the Human Resources Director and Deputy Administrator on progress made in the implementation of a succession plan for all critical positions within ARC. Underscore the importance of having the ability to perform our mission with the departure of key staff members. (Requested by Commissioner Lockett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 6 Item # 6  Administrative Services Committee Meeting 10/7/2013 12:50 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on September 23, 2013. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 7 Attachment number 1 \nPage 1 Item # 7 Attachment number 1 \nPage 2 Item # 7 Attachment number 1 \nPage 3 Item # 7 Attachment number 1 \nPage 4 Item # 7  Administrative Services Committee Meeting 10/7/2013 12:50 PM Overview of Human Resources Department Strategic Plan Department: Clerk of Commission Caption: Motion to receive as information an overview of the Human Resources Department strategic plan. Must include goals, objectives, accomplishments and a timeline for the revision of the Personnel Policies and Procedures Manual. Present measures utilized to ensure full compliance with existing policies and procedures as relates to promotions, compensation, salary adjustments, pay disparities, and retroactive pay. (Requested by Commissioner Lockett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 8 Item # 8  Administrative Services Committee Meeting 10/7/2013 12:50 PM Performance Review for Commission Direct Reports Department: Human Resources Caption: Presentation of proposed tool for performance evaluations of Commission Direct Reports as requested by Commission. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 9  Attachment number 1 \nPage 1 Performance Evaluation of Commission Direct Reports Commission Direct Report Evaluated: ____________________________________________________________________________ Job Title: ____________________________________________ Performance Review for the Calendar Year: __________________ Evaluator: ________________________________________________________________________ Supervisor Subordinate Process: 1. All evaluations must be completed by March 31 of the year following the Performance Review Year. 2. Be specific and provide examples, where appropriate, regarding areas of concern or areas of outstanding performance. 3. The results will be compiled and an average ranking calculated. 4. The Direct Report will be provided a performance evaluation with the average rankings and all comments. 5. The Direct Report will review, provide any feedback, sign the evaluation, and return to Human Resources to be distributed to the Commissioners and placed in the Direct Report’s personnel file. Rating Scale 3-Exceeds Expectations 2-Meets Expectations 1-Below Expectations Job Duties Secretarial Duties – Oversees the recording, transcription, and proofreading of minutes of the various committee and Commission meetings; ensures public access to such minutes. Comments: Agenda Duties – Prepares final agendas for the various committee meetings and the final Commission agenda using the MuniAgenda system; monitors the MuniAgenda system to observe the movement of agenda items through the system, identifies and corrects any errors with the system and notifies the affected department. Comments: Research Duties – Conducts research of city records, including both minutes and documents; responds to inquiries for information as requested by Commissioners, staff personnel, and the general public. Comments: Performance Characteristics Teamwork and Cooperation – Works cooperatively with others, keeps others informed of necessary and factual information, facilitates the operation of a team of which he/she is a part, and promotes teamwork across departments. Comments: Relationships – Develops and maintains effective working relationships with others; treats citizens and staff with courtesy, respect, dignity, fairness, and honesty; and presents a positive public image. Comments: Communication – Communicates clearly, listen effectively; keeps others informed of necessary and factual information; and deals effectively with conflict. Comments: Management Knowledge – Demonstrates knowledge of required laws, regulations, procedures, and rules related to the management of the functional area. Comments: Dependability – Completes assignments in a thorough and timely manner; follows through on assignments. Comments: Item # 9  Attachment number 1 \nPage 2 Planning – Engages in effective and efficient planning to further the mission of Augusta, Georgia. Comments: Leadership – Displays leadership in the organization and promotes a shared vision; supports and promotes change management; hard worker and does what is necessary to get job done. Comments: Fiscal Management – Maintains appropriate budgetary controls; monitors activities and recommends timely and effective corrective actions. Comments: Support of Policies – Understands, supports, promotes, and upholds, both publically and privately, the policies of Augusta, Georgia. Comments: Developing Others – Effectively and timely evaluates subordinates; encourages and initiates regular discussion of performance with subordinates; fosters the professional development of subordinates. Comments: Problem Solving – Comprehensively analyzes problems and develops effective and efficient solutions. Comments: Attitude – Displays a positive attitude and shows concern for Augusta, Georgia as a whole; understands and promotes the “big picture.” Comments: Final Evaluation Comments and Signature I have read and agree with this evaluation I have read and disagree with this evaluation* Direct Report’s Signature: _____________________________________________________________ Date: __________________ *If Direct Report disagrees with the evaluation, Direct Report has the right to respond to this evaluation in writing below or, if more space and/or time is needed, may respond in writing on separate sheet(s) within five (5) business days from the date of the evaluation. Direct Report Comments: ______________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ Item # 9  Administrative Services Committee Meeting 10/7/2013 12:50 PM Timeline for Employee Performance Reviews Department: Clerk of Commission Caption: Discuss timeline for the introduction and implementation of employee performance reviews for personnel in critical positions. (Requested by Commissioner Lockett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 10 Item # 10