City Attorney Performance Evaluation Committee

City Attorney Evaluation Committee City Hall – Conference Room 302A 10 N. Division Street Wednesday, September 7, 2011 3:30 P.M. Commissioners Present: Mayor Susan Baldwin, Comm. Sullivan and Comm. Fulton Commissioners Absent: None Others Present: Eileen Wicklund, Susan Bedsole, and Russ Claggett Call to Order: The meeting was called to order at 3:30 P.M. Public Comment: There was none. Approval of Minutes: Comm. Sullivan moved to approve the October 16, 2009, minutes, seconded by Comm. Fulton. All yes, motion approved. Discussion: The Mayor asked the City Attorney to provide an overview of the process previously followed. City Attorney Wicklund provided the committee with copies of the previous survey used and established goals. Ms. Wicklund explained the format of the evaluation tool developed previously by the committee. Specifically, it has three components, performance measures, general goals and objectives for the office, and the summary of the measurements. Further, Ms. Wicklund stated the survey would be sent via Survey Monkey to various board and commissions, staff, and the City Commission. The City Commission will receive the summary of all surveys. Mayor Baldwin discussed the process established by the previous committee. The committee determined the goals, the objectives under each goal, the outcomes, and finally the source of any data the committee would use to measure. Comm. Sullivan asked if all of the positions in the City Attorney’s office were filled. Ms. Wicklund confirmed all three positions, Deputy City Attorney and two Assistant City Attorney, were currently filled. Comm. Fulton asked what the numbers represented on the output chart listing boards and commissions. 1 Ms. Wicklund explained it was the number of hours spent attending meetings for each of the boards, commissions, and committees. She also indicated the Mayor had suggested giving a brief synopsis of the work done for each committee and she would be including that this year. Mayor Baldwin asked if the Survey Monkey responses would be anonymous. Ms. Wicklund answered the responses would be confidential, although a lot of respondents identify themselves. Mayor Baldwin asked if anyone wanted to make any changes to the survey or the goals. Ms. Wicklund indicated she wanted to tweak some of the training information. She also indicated she was going to add some items to the Output section, for example, adding FOIA and income tax prosecution since her office now does a lot more of this type of work. Mayor Baldwin suggested one area where training might be added is the boards and commissions. Ms. Wicklund responded it will be interesting to see the numbers especially since there have been a lot of special projects like medical marijuana, real estate issues, and tax issues. She further stated a log was listed as a goal, but it became impossible to keep that type of log, however, they are still compiling the data in a different format. Mayor Baldwin said the three page summary would change from time to time based upon the type of projects going on at any one time. Ms. Wicklund agreed stating it would be interesting to see the numbers once the data is compiled. She further indicated there had been a lot of new areas where they have been providing legal advice. Mayor Baldwin asked if the committee wanted to review the materials further or if the city attorney as making significant changes and it made sense for her to bring the materials back to the committee again. Ms. Wicklund responded if there were no changes by committee members, she planned on sending the survey out to the boards and commissions, compiling the information, then sending a complete packet to the City Commission. Comm. Sullivan indicated the questions on the survey seemed very encompassing. Mayor Baldwin asked if the packet was sent out to all board and commissions. Ms. Wicklund responded the boards and commissions only receive the survey. The compiled information would only be sent to the City Commission. 2 Mayor Baldwin asked if the committee was comfortable with the city attorney sending out the survey to the boards and commissions without further review by the committee. Comm. Sullivan said she was comfortable given that the city attorney was in a better position to determine what information should be requested. Mayor Baldwin asked if the responses from the boards and commissions would be provided to the City Commission anonymously. Ms. Wicklund inquired into the preference of the committee. Comm. Sullivan suggested each respondent be given a choice whether to include their name. Mayor Baldwin asked whether the surveys should be sent out with a cover letter from Ms. Wicklund or the committee. Comm. Fulton stated she thought the notification should come from the Evaluation Committee so that people felt comfortable responding. Comm. Sullivan asked if the survey is completed through e-mail, wouldn’t each person be identified because of their e-mail address. Ms. Wicklund explained the responses go through Survey Monkey and that tool keeps the information, it isn’t returned to her. She showed the committee the report from last year and its format. Mayor Baldwin said a nice cover letter to everyone from the committee would be appropriate asking them to complete the survey. She further stated she would draft the cover letter. Mayor Baldwin summarized the process stating the survey would be sent out to the boards and commissions, then the committee would meet again to review the materials that will be sent to the City Commission, the survey will be sent to commissioners, then the Evaluation Committee will review all responses and make a recommendation to the full Commission regarding a new contract. Comm. Fulton asked when the surveys would be sent out. Mayor Baldwin indicated the committee would meet again the week of the 19th. She also stated in the past each member of the committee has spoken to a commissioner regarding the survey. Ms. Wicklund asked how the contract was presented to the City Commission in the past. Russ Claggett explained a resolution would be placed on the agenda authorizing the Mayor to sign the contract. Adjournment: The meeting adjourned at 4:24 p.m. SEB 3