City Manager Performance Evaluation Committee

City Manager Performance Evaluation Committee DPW Building Room 204 150 N Kendall Street Battle Creek, MI 49034 Wednesday, September 6, 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 2:05 p.m. Public Comment: None Approval of Minutes: A motion was made by Vice Mayor Baldwin, supported by Comm. Faris, to approve the August 9, 2017 City Manager Performance Evaluation Committee minutes. All yes, none opposed. Motion approved. Feedback on Annual Performance Appraisal Noting some Commissioners returned the survey with all of the rating pages and notes, while others only returned the summary page, the Committee members recommended all survey pages be returned with future surveys, stating each marked item helps to identify areas of strength or needing improvement, increasing success for future goals and competencies. Vice Mayor Baldwin expressed concern with the amount of work being requested of the City Manager, asking if the goals and objectives could be addressed more efficiently. Comm. Faris questioned if the reporting could be completed easier by using copy and paste each month. Ms. Fleury stated she tries not to cut and paste, noting she receive the goals information from staff, and that the managerial goals take the most time. Ms. Fleury noted the goals are all intertwined, ensuring staff is successful, and in turn, the City Manager is successful. Ms. Fleury noted the “Hot Topics” might need to be more specific. Comm. Helmboldt noted that although Ms. Fleury would provide updates every four months, the Committee would continue to meet every two months for regular check-ins. Comm. Helmboldt stated the next conversation would consider the PBB goals, whether they are appropriate and if there are too many, stating it may be helpful to consolidate some of the items. Vice Mayor Baldwin agreed Ms. Fleury would provide reporting every 4th month, stating the reporting tool, although lengthy, was clear and descriptive. Full Commission’s City Manager Performance Evaluation Score Committee members noted the final rating of 3.6%, Exceeds Expectations. Ms. Mullett complimented the evaluation tool, stating it demonstrates the Commission’s expectations and the City Manager’s understanding. Vice Mayor Baldwin, recognizing her scores were high stated that other than Comm. Behnke, she has a lot of history with past City Managers, stating Ms. Fleury has stepped up to build relationships with both staff and community. Mayor Walters noted there might be a different perspective every two years with a change in the Commission. Ms. Fleury stated she was pleased with the evaluation, stating she always shoots for meets or exceeds. Ms. Fleury expressed understanding there were still several items to work on, noting there are many pieces to meeting the goals. Ms. Fleury noted the goal related to the new Police facility will have an end date, while other goals, such as 1 Inspections/Code customer service may never get to perfect because of the nature of work, stating she was humbled by the Committee’s confidence in her. Performance Award Recommendation Comm. Helmboldt, noting the Committee recommended a 3.5% one-time bonus the last two years, stating they would recommend the same as the score of 3.6 is still in the Exceeds Expectation range. Mayor Walters and Comm. Faris agreed the 3.5% one-time bonus was appropriate. Vice Mayor Baldwin, noting the City Manager does not receive “step increases” as other non-represented employees, stated she wanted to ensure the bonus amount was in line with the step increases provided to other non- represented employees. Vice Mayor Baldwin requested Ms. Fleury send her a copy of the chart of step increases in percentages. Mayor Walters expressed concern a one-time bonus does not allow compounding year after year as the step increases due, stating the Committee may want to consider steps instead of a bonus. Vice Mayor Baldwin agreed the Committee should consider adding step increases next year, stating she supports the 3.5% bonus this year. Ms. Fleury noted the compensation study would provide many wage comparisons, including benefits. A motion was made by Vice Mayor Baldwin, supported by Comm. Faris, to award a 3.5% one-time bonus to the City Manager for the Exceeds Expectations on the annual performance evaluation. All in favor, none opposed. Motion approved. 2017-2018 City Manager Performance Goals Mayor Walters recommended the Commission resolution related to the City Manager goals keep the current goals the same until the Commission resets them after the election. Ms. Mullett recommended the resolution state a continuation of existing goals subject to modification of the goals by the newly elected Commission. Ms. Fleury stated they could hold a Commission workshop in January 2018, asking the Committee to consider if they wanted Peter Dams to facilitate the workshop as he has done in the past. Comm. Helmboldt stated they might not need Mr. Dams to facilitate, stating he chaired the workshop 2 years ago, stating another Commissioner could facilitate the goals workshop. Vice Mayor Baldwin recommended the City Manager goals workshop be set in January of every year. A motion was made by Mayor Walters, supported by Comm. Faris, to continue the existing 2016/2017 goals subject to modification by the newly elected Commission. All yes, none opposed. Motion Approved. Committee Discussion: Committee members expressed appreciation to Comm. Helmboldt for serving as Chair of the Committee. Next Meeting: October 11, 2017 at 2:00 pm in Room 302A Adjournment: Comm. Helmboldt adjourned the meeting at 2:46 p.m. 2