City Manager Performance Evaluation Committee

City Manager Performance Evaluation Committee City Hall Room 302A 10 N. Division Street Battle Creek, MI 49014 Wednesday, December 6, 2017 2:00 p.m. Committee Members Present: Vice Mayor Susan Baldwin and Commissioners Kaytee Faris and Sherry Sofia (via phone conference). Committee Members Absent: Commissioner Chris Simmons and Vice Mayor Dave Walters Staff Present: Rebecca Fleury, City Manager: Nancy Mullett, Labor Attorney: Vicki Houser, City Clerk Call to Order: Comm. Baldwin called the meeting to order at 2:04 p.m. Public Comment: None Approval of Minutes: A motion was made by Comm. Faris, supported by Comm. Sofia, to approve the October 11, 2017 City Manager Performance Evaluation Committee minutes. All yes, none opposed. Motion approved. Bi-Monthly Performance Review Comm. Baldwin discussed the various documents submitted to the Commission and the Committee, along with the timing of each report. Comm. Baldwin discussed the monthly updates, including the progress and status of each of the goals and managerial competencies. Ms. Fleury noted the goals align with the community results established in Priority Based Budgeting, with individual projects or priorities updated. Ms. Fleury noted a Commission workshop will be held on January 18, 2018 to establish the 2018 goals, with a Senior Staff retreat to follow on February 9, 2018. A. City Manager Report of Performance Highlights and Concerns Ms. Fleury provided an update, stating the City is moving forward with online permitting and payments through PayPal. Ms. Fleury also noted improvements continue to be done to the city website to ensure it is helpful and interactive. As to economic development, Ms. Fleury discussed the City’s relationship with BCU, work of the Economic Development Fund, the recent hiring of a Building Official, all while streamlining how business is done in the City. Ms. Fleury noted the work on diversity and equity programs was on hold, stating there was to be a meeting this week with Jorge Zaballos to continue the work and training, stating they would be building on the training both Police and Fire have had. B. Commission Highlights and Concerns Ms. Houser and Commissioner Baldwin reported they had not received any concerns or comments from Commissioners. Comm. Sofia noted the information and communication from the City Manager is much improved over past administrations. Discussion of Commission Workshop to Review Goals Ms. Fleury provided a proposal from Mr. Dams related to the January Commission Workshop. Comm. Baldwin expressed concern the goals should not be recreated, stating many have ongoing progress needs, suggesting the Commission create smaller goals within the primary goals. Ms. Fleury, noting that activities or processes may change, recommended more specifics as to how to improve a service or program. Ms. Fleury suggested removing items that were in gray on the update report, asking that other “hot topics” be added and placed under the corresponding community result. 1 Comm. Baldwin stated the Commission should not dramatically increase the number of goals, stating they should consider whether some of the projects should be removed and possibly brought back later. Attorney Mullett noted the first of the year, with a new Commission, would be an ideal time to pare down the report and better define the objectives, agreeing with Comm. Baldwin that the reports are quite large. Comm. Baldwin recommended Mr. Dams help to develop a short page of directions for the workshop, recommending the Commissioners carefully consider whether any new goals be added, knowing updates are provided in the City Manager’s weekly updates and bimonthly reports. Comm. Sofia asked if it might be good to create a separate listing of ongoing work, with bimonthly or semi-annual projects or priorities, stating this will ensure projects or priorities will not be forgotten with new Commissions. Ms. Fleury stated she would ask Mr. Dams to go over the annual performance review process for the new Commissioners. Ms. Fleury also noted the Commission would need to approve the 2018 goals via a resolution, recommending Mr. Dams go over the goals and objectives, with a brief review of the managerial competencies and community results. Committee Discussion: Comm. Faris received a complimentary statement from a resident regarding the City Manager’s performance. Next Meeting: February 5, 2018 at 3:00 pm in Room 302A Adjournment: Comm. Baldwin adjourned the meeting at 3:13 p.m. 2