City Manager Performance Evaluation Committee

City Manager Performance Evaluation Committee 10 N. Division St., Room 302A Battle Creek, MI 49014 Wednesday, August 12, 2015 5:00 p.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 5:08 p.m. Public Comment: None Approval of Minutes: A motion was made by Comm. Walters, supported by Comm. Baldwin, to approve the meeting minutes of June 3 2015. All yes. Motion carried. Bi-Monthly Evaluation Committee members reviewed the City Manager Evaluation Process document, noting the City Commission survey begins on page 6, through page 15, with a summary worksheet on page 21, noting the projects need to be included on the survey. Committee members noted the City Staff survey is on page 16-18, while the Community Partners survey is on pages 19-20. Regarding the 2013 Community Survey list, Committee members discussed whether the survey should be sent to multiple persons at the same agency, or the director of the agency only. Committee members agreed the survey should be provided to individuals at organizations the City Manager has worked with, whether personally or through service on a panel, committee or board. Committee members noted several of the participants listed may no longer be with the listed agency or organization. Ms. Fleury agreed to review the list and update with current information, stating she has had interactions with most all of the agencies/organizations listed. Committee members agreed the survey could be provided to multiple individuals at the same organization if the City Manager has had multiple interactions with them. Comm. Helmboldt recommended the Community Survey participant list be set in advance of each year, stating this would be fair to the City Manager so that she knows who will be evaluating her. Comm. Newsome recommended the Committee determine the 2015/2016 Community Survey participants at the October meeting. Ms. Fleury stated she would update the list, agreeing to make note of persons that she had very limited contact with. Self-Evaluation Comm. Newsome requested the Committee members review Ms. Fleury’s goals update. Ms. Fleury noted the bold type on the update is the most recent update, stating the report often seems redundant as many goals are ongoing, stating she could be meeting with the same people or may have nothing new to report at the time of the update. Comm. Walters stated he liked the way the report is worded, stating it seems conversational. Comm. Baldwin questioned why some items appear in chart form while others are in paragraphs, stating it was be easier to follow in the chart format. 1 Ms. Fleury stated she would update the report and return the document to the Committee, stating she would put the managerial competencies first. Mr. Newsome noted he received comment back from only one Commissioner, stating he requested the Commissioner provide more specific details regarding his concerns, noting the Commissioner did not respond. Ms. Fleury stated she has responded to the Commissioner’s every concern. As to the goal, Practice and Encourage Environmental Stewardship, Ms. Fleury stated the efforts to gather the information provided by the energy audits is becoming more coordinated among staff, stating there has been some discussion of creating a facilities manager position, as a central point person, to coordinate energy efforts for all city buildings and processes. Ms. Fleury stated the timing for some changes to the job description may be right, stating the management of all of the City’s facilities would be a full time job, noting it is currently being handled by individual departments. Evaluation Timeline Comm. Newsome stated the Committee was on task to send the surveys to Commissioners, staff and community partners by September 1, 2015, providing 2 weeks to return the surveys. Comm. Newsome asked Ms. Fleury to consider any future goals, independent of managerial competencies. Comm. Helmboldt asked how the survey timing would line up with the results mapping. Ms. Fleury stated some results have changed, stating it is not anticipated the maps will be completed before October. Comm. Baldwin stated there is a lot to do to run the City of Battle Creek, stating it makes sense to start to consider future goals. Committee Discussion Comm. Walters expressed his appreciation to the committee and Comm. Newsome for all of the work done on the City Manager Evaluation Process. Adjournment Comm. Newsome adjourned the meeting at 6:08 p.m., noting the next meeting would be held on October 7, 2015. 2