City Manager Performance Evaluation Committee

City Manager Performance Evaluation Committee 10 N. Division St., Room 302A Battle Creek, MI 49014 Wednesday, June 3, 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 Comm. Newsome stated there would be one more opportunity for Commission input before the August meeting. 1. Performance Report – Rebecca Fleury Ms. Fleury provided a progress report of the City Manager Evaluation Goals as of June 3, 2015, noting the last page was an update of the Managerial Competencies. Ms. Fleury asked if some of the goal results should be modified to reflect the results determined in the Priority Based Budgeting workshop, suggesting they be changed with the next evaluation period. Comm. Newsome expressed appreciation for Ms. Fleury’s detail, stating this was exactly what the Commission was requesting. Comm. Newsome recommended the evaluation keep with the current goals, then use the new set of goals as a baseline for the new evaluation period to start October 1, 2015. Ms. Fleury noted the results will not change, just how each goal is defined. Comm. Helmboldt agreed Ms. Fleury should continue to report on what has already been established. Comm. Newsome stated he would send a goal and leadership competencies template to the Commissioners to invite more deliberate, structured feedback. Comm. Newsome, noting all City Manager Evaluation Committee meetings are posted, suggested the template may encourage more input to ensure Ms. Fleury can anticipate how the evaluation will go, while ensuring no last minute issues. Ms. Fleury stated several of the progress lines match up with several goals, noting there is some overlap. Comm. Helmboldt requested Ms. Fleury send her summary to the Committee members the week prior to the meeting so that they have time to review. Comm. Newsome requested it be sent to all Commissioners, inviting all to be involved. Comm. Baldwin recommended it be sent out as directed by Commissioner Newsome, Chair of the City Manager Evaluation Committee. 2. Committee Input Comm. Newsome noted a prior issue was a lack of communication between the City Commission and staff, stating the weekly reports Ms. Fleury provides include meeting details, next steps and multiple managerial competencies. Comm. Newsome stated the weekly updates also invite feedback and engagement from the Commission. Comm. Helmboldt agreed, stating it was hard to overstate the simple importance of the weekly updates provided by Ms. Fleury. Comm. Helmboldt asked if the weekly updates are a burden to Ms. Fleury. Ms. Fleury stated the weekly updates have been helpful and beneficial to her also, stating it gives her a chance to reflect on the week, ensuring she does not forget to tell someone something. Ms. Fleury stating the update forces her to go back through her week, making sure she has followed up when needed. 1  Comm. Baldwin agreed it was very important that everyone received the same information. Ms. Fleury emphasized the importance of the City Manager’s relationship with the City Commission, one of the Managerial Competencies, stating it would be helpful if the Commission convened as a group to discuss their respective roles, expectations and communications with staff, noting this may help to come to a better understanding of their roles. Comm. Newsome reviewed some comments he received from Vice Mayor Gray, complimenting the weekly updates and pre-notifications, stating she also recommended a discussion of clear lines drawn with the Commission, the City Manager and City staff, possibly recommending a discussion at a future workshop. Comm. Baldwin expressed concern making this a topic of a workshop, asking who would lead the discussion. Comm. Newsome stated they could use Vice Mayor Gray’s comments to start a conversation regarding the Commission’s roles and responsibilities in comparison to the City Manager’s roles and responsibilities. Comm. Baldwin recommended a representative of the Michigan Municipal League be present to lead the discussion, stating they would be able to discuss the statutes involved, recommending a separate training session. Ms. Mullett stated this same issue often occurs between school boards and superintendents, stating a Powerpoint training could be provided by an objective person, stating Scott Smith often does presentations regarding these issues for the MML. Comm. Helmboldt questioned whether the issue was if Commissioners understood their role. Ms. Mullett stated training provides an opportunity for questions and clarification, stating that even if motivation is the purpose of specific behavior, minus training, someone can always claim ignorance. Ms. Fleury agreed training was a great idea, stating MML has several training resources for newly elected officials, stating that when everyone goes forward with the same expectation, the Commission holds each other accountable. Comm. Newsome recommended the workshop provide rules of conduct, roles and responsibilities, allowing for self- governance. Comm. Helmboldt suggested it might also be beneficial to conduct the workshop during election time, to provide candidates information on the City Commission’s role. Comm. Newsome expressed his concern the workshop needed to be more immediate to address current issues, possibly holding a second training depending on the outcome of the 2015 election, so that Commissioners know their role. Comm. Newsome stated he liked the idea that the public could attend so that they could also understand what the Commission can do. Comm. Helmboldt requested the MML training be set up quickly, stating it could be noted the training is being set up by the City Manager Evaluation Committee. Committee Discussion Comm. Baldwin expressed appreciation to the Commission, stating the new evaluation provides more specifics than they had in the past. Comm. Helmboldt stated this is what the Commission had asked for after issues with past evaluations. Ms. Fleury stated the new process and goals are helpful to her as they provide a roadmap to follow. Comm. Baldwin noted that if something comes up outside of the goals, it can be addressed by the Committee. Next Meeting: The next meeting of the City Manager Evaluation Committee will be held on Wednesday, August 12, 2015, at 10:00 a.m. Comm. Newsome noted the next meeting would include the development of the 2015/2016 goals, and review of the Commission evaluation input so that the evaluation may be completed in October 2015. Ms. Fleury stated she would add a few items to her committee report, stating she would attach it to her weekly report when sending to the Commission. Adjournment: The meeting was adjourned at 11:00 a.m. VLH 2 3