City Manager Performance Evaluation Committee

City Manager Performance Evaluation Committee 10 N. Division St., Room 302A Battle Creek, MI 49014 Wednesday, June 2, 2015 10:00 a.m. Committee Members Present: Commissioners Susan Baldwin, Andy Helmboldt, and Dean Newsome Committee Members Absent: Dave Walters Staff Present: Rebecca Fleury, City Manager: Nancy Mullett, Employee Relations: Vicki Houser, City Clerk Call to Order: Comm. Newsome called the meeting to order at 10:08 a.m. Public Comment: None Approval of Minutes: A motion was made by Comm. Baldwin, supported by Comm. Helmboldt, to approve the meeting minutes of April 15, 2015, with a correction to the call to order time. All yes. Motion carried. Bi-Monthly Evaluation 1. Performance Report – Rebecca Fleury 2. Committee Input Committee Discussion Comm. Newsome stated the Committee would set a meeting schedule for future meetings, review the draft of proposed goals, and review comments from Commissioners regarding the City Manager evaluation. Comm. Newsome stated he would also have the City Attorney include a signature line on the evaluation goals. Comm. Newsome discussed the following responses/recommendations from Commissioners 1. Comm. Sherzer: a recommendation to connect the measurable performance criteria with the Strategic Plan, including performance measures in the strategic plans of BC vision and BCU. Comm. Newsome stated the City’s strategic plan will not be developed until closer to the end of the performance cycle. 2. Comm. Domenico: a recommendation to include language that retaliation will not be tolerated toward City employees who file a complaint. Comm. Newsome responded that this would be assumed, just as equal protection under the law is assumed. Comm. Helmboldt expressed his opinion this was already contained within the Core competencies, noting the City Manager is responsible for making sure the administrative code is upheld. 3. Comm. Baldwin and Comm. Helmboldt: a recommendation to note the importance of budget and City finances, including language requiring the preparation of a balanced budget and maintaining an appropriate fund balance. Comm. Baldwin noted the balanced budget was required under the City Charter, suggesting item #4 included “Develop and maintain reliable and up-to-date infrastructure and appropriate financial standing.” Comm. Helmboldt stated this was appropriate, but that the Core Managerial Competencies included sections on the budget and finances. Comm. Newsome noted the enduring managerial competencies would not change conceptually from year to year, but that the goals could change within the competencies. Comm. Baldwin expressed her agreement, stating 4(d) and (e) do not need to be included, suggesting 4(a) be more specific. 1  4. Comm. Helmboldt and Comm. Baldwin: customer service goals to focus on. Comm. Newsome noted this goal fits inside the core competencies. Ms. Fleury noted she included convening community conversations regarding City business practices and services, noting the current conversations are on Inspections and Code Compliance. Comm. Baldwin recommended additional tools that provided assistance to businesses, new and expanding. Comm. Helmboldt noted BC Vision requested the City provide a single point of contact for small business. 5. Comm. Helmboldt: a recommendation on behalf of the Sustainable BC Committee. Comm. Newsome noted some of the referenced items were compliance requirements, noting they fall into general fund requirements. As to 5(j), Comm. Helmboldt referenced a possible new Police facility, asking they consider the environmental impact when designing and building the new facility. Comm. Newsome stated he was unsure of the LID standards, as the building plans were in the preliminary stages. As to including sustainability into goals, Ms. Fleury stated this was also in the preliminary stages, stating she would need to do more research to determine how to implement this into the City’s policies, noting steps are being taken. Comm. Helmboldt stated the intent was that the City take a holistic look at sustainability. Comm. Newsome recommended a changing the word “policy” to “strategy.” Comm. Baldwin recommended the goal state “to explore sustainable and environmental strategies.” 6. Comm. Helmboldt: a recommendation to consider removing #6, stating this should be defaulted to core competencies, unless they are new ways to hold the City Manager accountable. Comm. Newsome noted there are many ways to communicate, some more effective than others, stating meetings and brown bag lunches promote not only communication, but relationships. Comm. Newsome stated he liked item #6(c) regarding professional development. Comm. Baldwin noted that although there were several items covered in #6, they were all different tasks, noting they were not enormous tasks to take on. Comm. Walters agreed all were good tasks to list, stating they speak to the larger picture of the evaluation. Comm. Newsome stated he will send the final to all of the Commissioners, noting Ms. Steele will have a resolution prepared for the April 21, 2015 Commission meeting, noting Commissioners can comment at the meeting. Frequency of CM Evaluation Committee meetings Comm. Newsome recommended the next meeting be in June, noting meetings would be held every other month. Comm. Newsome noted the evaluation period would be October 1, 2014 to September 30, 2015, with a midpoint evaluation in June and August, allowing the Committee to complete the evaluation in late August to October 1, 2015. Comm. Newsome stated goals for the next evaluation period could be set up in August. Comm. Newsome recommended the Committee send surveys near the end of September or beginning of October, with a meeting at the end of October to finalize the aggregate totals from the Commission. Comm. Helmboldt recommended a resolution at the second Commission meeting in October for approval. Comm. Newsome stated he was not sure that Commission approval was needed as the prior resolution and the agreement was based upon the composite number. Comm. Helmboldt stated the awarding of a bonus may need to be on the agenda. Comm. Newsome stated the goals for 2015/2016 should be finalized at the beginning of October 2015, when the new evaluation period would begin. Next Meeting: The next meeting of the City Manager Evaluation Committee will be held on Wednesday, June 3, 2015, at 10:00 a.m. Approval of Minutes: 2 A motion was made by Comm. Baldwin, supported by Comm. Helmboldt, to approve the meeting minutes of April 1, 2015, as presented. All yes. Motion carried. Adjournment: The meeting was adjourned at 11:00 a.m. VLH 3