City Manager Performance Evaluation Committee

City Manager Performance Evaluation Committee 10 N. Division St., Room 302B Battle Creek, MI 49014 Wednesday, December 9, 2015 2:00 p.m. Committee Members Present: Commissioners Andy Helmboldt, Susan Baldwin, Kaytee Faris Committee Members Absent: Mayor Dave Walters Staff Present: Rebecca Fleury, City Manager: Nancy Mullett, Employee Relations: Vicki Houser, City Clerk Call to Order: Comm. Helmboldt called the meeting to order at 2:01 p.m. Public Comment: None Approval of Minutes: A motion was made by Comm. Faris, supported by Comm. Baldwin, to approve the October 7, 2015 and December 9, 2015 City Manager Performance Evaluation Committee minutes. All yes, none opposed. Motion approved. City Manager Progress Update Comm. Helmboldt noted the City Manager Progress Update will be sent to all of the Commissioners prior to the City Manager Evaluation Committee meetings in the future. Rebecca Fleury, City Manager, stated the biggest project is the whole community ecostructure, interrelated, are we structured to capitalize this, look at P&R, how they meet some of the cultiure of vitality goals of BC Vision. How do we provide service, great starting point for herself and Assistant City Manager, looking at how to get better results. Are we the best providers of Parks and Recreation, looking at Economic Development, BCU has defined their scope, left some area untouched, CED Ecosystem. Invigorating to step out of comfort zone. Involving many partners and stakeholders. Helmboldt, comes thru loud and clear, lot revolves around the CED ecosystem. Fleury, want to make sure providing adequate support, resources are not exponentially growing, If not the City, then who, should manage the projects and programs. Does it align with 8 goals, not doing things in silos, Fleury important to understand the bubbles, what do they each define, understand the expectations, know that everyone is working toward the same direction. Everyone is functioning on close expectations. Helmboldt are there any specific items you want to mention. Fleury think sometime, when work for 9 bosses, may have different expectations, need to know all 9 want the same thing. Baldwin, how often is that coming up. Make clear to Commission, if we aer committee communicating regarding expectations, need to come to the Committee, Faris, Fleury, if get desires outside of goals, need to know how to handle it, help to get their input, Mullett times in the City that provide an overload to the CM, Jan to end of July responsive to negotiations, to Finance for budget, can see additional Helmboldt remember the managerial competencies portion is 75% of evaluations, although shows on update as one item, it takes out a lot of CM time, Fleury, tried to reduce update, not all inclusive Helmboldt, will send out CM update, look at everything to determine everything is still the priority, Fleury often asked about a process the City uses, may not have gotten the result the Commissioner wanted, need to explain did follow procedure, if not satisfied, what is mechanism to have the process changed. If they do not like answer, may feel CM not being responsive. Baldwin, what should the CM do, will not know that a particular Commissioner is asking, has to be a way for CM to share the request/question, cannot allow one commissioner to have something outside of the process Helmboldt, you have sent emails to all Commissioners to include them to help to resolve Baldwin, as much as we try to be diplomatic, we have our processes, follow state guidelines, 1 Baldwin example, neighbors who want park equipment redone, how to address if a Ward Commissioner makes this a goal to have equipment replaced. How do we deal with a commissioner who is making demands outside of procedure Mullett, as leadership for evaluation, this committee puts out to Commissioners as a group, understandable, to the extent the CM can address and be responsive, but for those issues that have been addressed, but not satisfied, those issues will go thru the full Commission for input Helmboldt, word it so that it is focused on the performance of the CM, caution that this committee not become the conduit for all special requests Fleury if a comm. Feels they did not get the response they wanted, then they come to the Committee, not that theCM did not respond, how do we move forward, Baldwin although the Comm asking for something outside of policy, may show in their evaluation of CM performance Fleury feel I have hit an instance at this time, do not know where else to bring this issue, unfortunately feel negative dialogue. Baldwin unique in elected officials as boss, need to figure out how to address that is fair to the CM and recognizes the Commissioenrs and the input they are receiving from residents Helmboldt, not the first time, Fleury attempt to work thru different options Helmboldt, communication from this committee, ask for progress on priority items, process when individual comm dissatisfied, committee feels best route would be thru this committee, Baldwin if there is miscommunication, want to address it as soon as possible Helmboldt, single commissioner could have, comes to light in an organized way, may find a better way or procedure Faris, concern this comm has not come to the other commissioners yet, how can CM bring this to the Commission Mullett, have an intermediate question, performance of CM that has not been responsive, have we missed something or do you as a CM feel something has been missed, opportunity to consider change of policy, give opportunity, usually reasonable explanation, if no response, can extend the opportunity to provide their thoughts. Baldwin makes sense on a broader sense, if new issue or opportunity, if do not ask, may miss a concern. Baldwin specifics vs on going process, need to break down some of the things, Helmboldt, know some projects may be complete, but these goals become more measurable, easier to report on Fleury always some items that are ongoing, some have specific measures. Realistic expectation for what finished looks like, some may never get checked off, completed, making positive strides toward the goal Faris, when do actual evaluation. Send Survey to FAris Fleury, somethings need to have the level of detail more defined, do get weekly reports, the CM Evaluation report is a summary of two months activity. Fleury, scheduling retreat, all need to sit down and touch base, get questions answered, do not think we should re-write the goals, need updates, clarifications, adjust priorities, Faris, polish, make sure it is still working, defined in a clear manner, not reinvestn every year. Mullett if relationwith Commission, is appropriate at individual comm meeting, identify ongoing issue Faris, dcan be defined in there that if not satisfied with CM response, need to bring to the Committee Fleury everyone to talk about would be beneficial. Need to drill down to this level Helmboldt when would we time the retreat, immediate need for issues, when to fold into regular process, evaluation process renews October 1st, Comm. Approves new goals, annual or biannually,. Non election years. Baldwin, difficult because it is budgeting time, will have more sessions, Fleury see this outside of the budget process, non election years look at the tools, but can look at mid year retreat Baldwin, lot of commissione will do it a few months after the election to establish the process Faris, agreed it would be helpful Baldwin, January or February, Helmboldt, need to do this now in the very near future, schedule a retreat, or can we handle this via email, Baldwin, do not think it would hurt, evening or weekend, have the conversations, if people are on their own having conversations Helmboldt, for right now do not need a 3-4 hour meeting, focus on how we are all working together Baldwin, break out more specifics, can talk about if someone feels not being responsive, and review to see if any of the goals need to be tweaked, Mullett, context how we got to these goals Fleury, specific onwhat progress looks like, BCU now have a revised agreement Helmboldt, not a goal to participate with BCVision, already do this Baldwin, some do not have end date, some are ongoing, would like to have more specifics on somethings, Fleury, when first came here this was specific to Inspections, now lot of changes, or now want one stop shopping for a new business owner/developer, ,more beneficial to break down so that can see the progress, document the Commission approved, leave on when complete to show accomplishment. 2 Helmboldt other concern how much to do before the PBB process, let PBB run its course for the first time. Might be easier to reevaluate and provide more specifics in the Manager’s goals Fleury the metrics come after completing the first fiscal year of PBB, then easier to define the metrics, some advanatage to . If a Comm and Cm do not agree on how to do something, how do we resolve, Helmboldt, how manager handles when do nt Mullett if there is a psefic concern, ewe never discussed how to handle, will be times wherne there is discuonnect, what is process, new metrics, lets get ahead of this, how are we all gokng to agree as to haow concerns ore disputes are resolved. Mullett does not matter if the CM vision is diffetent , no process on how to resolve at this time. Helmboldt will have to say this is the policy, helpful to have intermediate process, middle step, bring to Evaluation Committee, Faris, saw this in Comm. Domenico’s evaluation, need to address conflict resolution, maybe just a misunderstanding, need process, open this conversation, define the process, Baldwin gone the month of March to April 3rd. Helmboldt, normal meeting, not before the Commission meeting, evening, February 23rd @ 6:00 DPW Tell Todd Gerber , focus on relationships with Commissioners Request Nancy Mullett and Jill Steele be there, Helmboldt lead conversation with the Mayor – this year’s mini retreat Balwin – have a list of topics to cover Baldwin want to make sure we comment specifically on the update Baldwin general statement, a lot on the list, understand some may not be accomplished immediately, ongoing projects, are we asking more than we should be, so that we are being fair, everyday work to be done to provide services, Helmboldt committee discuss in April if some of the items are the actual work the staff does, some items can be brought into managerial competencies, look at again for the new cycle. Mullett could identify which goals are preferred and which are mandatory, desirable in a City Manager, provide a way to focus, identify the priorities, Faris once have PBB and Master Plan done, April meeting longer time Committee Discussion: There were no additional Committee discussions. Next Meeting: April 13, 2016 at 1:00 pm. Adjournment: Comm. Helmboldt adjourned the meeting at 3:28 p.m. 3