City Manager Performance Evaluation Committee

City Manager Performance Evaluation Committee 10 N. Division St., Room 302A Battle Creek, MI 49014 Wednesday, June 14, 2017 2:00 p.m. Committee Members Present: Mayor Dave Walters, Vice Mayor Susan Baldwin and Commissioners Andy Helmboldt and Kaytee Faris Committee Members Absent: None Staff Present: Rebecca Fleury, City Manager: Nancy Mullett, Labor Attorney: 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 Mayor Walters, to approve the April 12, 2017 City Manager Performance Evaluation Committee minutes. All yes, none opposed. Motion approved. Bi-monthly Performance Report A. City Manager Report of Performance Highlights and Concerns Comm. Helmboldt noted this was the first meeting without the formal report from the City Manager, asking if there were any concerns or highlights Ms. Fleury would like to provide. Mayor Walters commented that Ms. Fleury made great effort to attend most community events, expressing concern this may lead to burn-out, stating she is not required to attend all events. Ms. Fleury felt it was important to attend community events to show that she is a part of the community. Ms. Fleury requested the Committee provide direction as to communications to the Commission for everything related to Police and Fire. Ms. Fleury provided an example of an aerial fire truck that was out of service, stating City vehicles and equipment do need repair often, but a Commissioner had requested information be relayed when it involved the Fire Department. Ms. Fleury noted that although the aerial truck was out of service, the City was never without the availability of an aerial truck, as the mutual aid agreements provided for an aerial truck if needed from another department. Comm. Helmboldt stated that any issue that affects the safety of the pubic should be relayed to the Commission, stating this would proactively address an issue. Ms. Fleury stated another example was a reduction in service for the Dial-A-Ride service due to staff shortages. Comm. Faris expressed her opinion a communication should be sent if it directly affects service and safety, but as we have mutual aid, may not need to send email, instead including the information in the weekly report. B. Commission Highlights and Concerns Comm. Helmboldt noted the only response he received was from Comm. Behnke, who stated the City Manager was doing a good job. Comm. Helmboldt reported that Comm. Behnke also expressed a desire to find a way to fund the Police & Fire Pension without raising the P&F millage. Comm. Baldwin questioned how the pension would be funded if there was not a P&F millage. Ms. Fleury noted there was not a cap on the P&F millage, it was approved by the voters to allow increases to cover the expenses of the Police and Fire pension. Attorney Mullett noted the local IAFF recently eliminated the 1% multiplier, and agreed to increased employee contributions. Attorney Mullett informed the Committee that Calhoun County recently moved to a defined contribution plan for new hires only. Ms. Fleury noted non-represented employees are now contributing 4% to MERS. 1 City Manager Performance Evaluation Process A. Review of Staff and Community Partner survey participants Committee members agreed the union presidents were to be added to the staff participant list, to send the same survey at the same time. Committee members discussed persons on the Community Partner list that were no longer at the organizations/agencies and persons the City Manager had not met or had interactions with yet, stating they could be removed. B. Review of Staff Survey- Committee members expressed appreciation the surveys were short and to the point, noting professionals should not be required to spend excess time on surveys. C. Review of Community Partner Survey Committee members suggested the wording at the beginning of the survey be more inviting, also noting there were only 6 simple questions. Committee members also agreed the introduction should emphasize the value of their input as community partners. Committee members requested the same introduction be placed on the Staff survey. D. Review of City Commission Survey Committee members discussed the changes that were added to the survey, including the notes section and the equal number or rating criteria for each Managerial Competency. E. Calendar of Events Committee members agreed the Staff and Community Partner surveys were to be sent by July 17, 2017, with a requested response date of August 1, 2017. Committee members requested a reminder be sent at the midpoint of the timeframe, with the link to the survey. Committee members agreed to review the Staff and Community Partner surveys at the Committee meeting on August 9th.. Committee members determined the Commission surveys would be sent on August 10th, with a request to complete and return their survey by August 24th. Committee members agreed to meet on September 6th at DPW to review the Commission surveys and provide a recommendation to the full Commission so that a resolution could be prepared for the September 19th Commission agenda. Committee Discussion: Comm. Baldwin informed the Committee that the City Attorney evaluation would begin at the same time as the City Manager surveys. Mayor Walters expressed appreciation to Ms. Houser and Ms. Mullett for their assistance to the committee. Next Meeting: August 9, 2017 at 2:00 pm in Room 302A. Adjournment: Comm. Helmboldt adjourned the meeting at 2:58 p.m. 2