City Attorney Performance Evaluation Committee

City Attorney Evaluation Committee City Hall – Conference Room 302B 10 N. Division Tuesday, October 6, 2009 6:00 P.M. Commissioners Present: Comm. Susan Baldwin and Comm. Ryan Hersha Commissioners Absent: Mayor Mark Behnke Others Present: Michelle Reen and Eileen Wicklund Call to Order: The meeting commenced at 6:00 P.M. Public Comment: There was none. Approval of Minutes: The Committee approved the minutes of the July 29, 2009 meeting. Discussion: Eileen Wicklund provided a packet of materials to the committee. Hersha asked to focus on the actual evaluation form that will be distributed to the commission. Wicklund confirmed the intent to hand out the forms at tonight’s commission meeting. Baldwin referenced formatting changes that had been requested and made. Hersha asked if there were additional changes to the form. Baldwin said no. Hersha clarified the intent to include supplemental information along with the form. Wicklund confirmed and said she brought enough copies to distribute tonight. Baldwin said in the past, and with the City Manager evaluation, the committee typically assigns people to follow up. Hersha stated that it is critical to have feedback within two weeks. Susan Baldwin asked Ryan Hersha to let the committee know who hasn’t turned in forms right away and she’d assist with calling those who had turned them in. Ryan Hersha said he will make comments during general commission comments. Baldwin asked if there was intent to make a recommendation at the second October commission meeting. Ryan Hersha said he thinks the commission would appreciate a report on the results and that compiling the results quickly would be beneficial. Susan Baldwin asked who would do the compiling of the results. Ryan Hersha asked if administration has been involved in the past. Michelle Reen said to her recollection staff has not been involved in compiling results. Baldwin suggested a single page summary of the results could be put together. Hersha agreed to this approach. Wicklund clarified that the intent would be to then share those results with her so that she knows what the 1 commission wants her to focus on. Ryan Hersha asked about the relevance of the commission meeting schedule to the feedback, given that the commission will not be asked to make a decision or take action. Ryan Hersha identified two questions before the committee: the deadline for getting feedback and when the next meeting would be. He suggested a week deadline. He said he would tell commissioners that feedback is desired by 4 p.m. on October 12. The committee discussed using an electronic survey service, such as Survey Monkey, to survey commissioners for the next process. Michelle Reen offered to put the survey into electronic form once the committee determined that the format works. Ryan Hersha said he recalled that she had done that previously for city manager evaluations. Michelle Reen said yes, this did recall this now. Susan Baldwin asked about the history of gathering commissioner signatures on evaluation surveys. Ryan Hersha said he didn’t think there was a common approach. Susan Baldwin stated that the results would be public. Ryan Hersha agreed that the entire process is open to the public. Eileen Wicklund said she was pleased that the responses she got back from departments were all signed. Ryan Hersha said he thinks the form with the signature works better. Susan Baldwin agreed. Discussion then turned to scheduling the next committee meeting. It was agreed to meet at 3 p.m. on Friday, October 16, 2009 in Conference Room 302A. Ryan Hersha asked if there was anything further to discuss. Susan Baldwin asked who would follow up with Mark Behnke to let him know what was decided. Michelle Reen offered to create the survey in Survey Monkey tomorrow. The Committee accepted. Ryan Hersha said he would send an email to the entire commission asking them to respond to the survey email. Adjournment: The meeting adjourned at 6:24 p.m. MAR 2