City Manager Performance Evaluation Committee

City Manager Performance Evaluation Committee City Hall Room 302A 10 N. Division Street Battle Creek, MI 49014 Monday, August 13, 2018 3:00 p.m. Committee Members Present: Commissioners Susan Baldwin and Sherry Sofia, and Commissioner Kaytee Faris and Mayor Behnke as an alternates Committee Members Absent: Commissioner Chris Simmons Staff Present: Rebecca Fleury, City Manager; Victoria Houser, City Clerk; Nancy Mullet, Labor Attorney, via phone conference Call to Order: Comm. Baldwin called the meeting to order at 3:06 p.m. Public Comment: None Approval of Minutes: A motion was made by Mayor Behnke, supported by Comm. Sofia, to approve the June 18, 2018 City Manager Performance Evaluation Committee minutes. All yes, none opposed. Motion approved. Performance Reports Comm. Baldwin noted committee members received the results of the staff and community survey, along with Ms. Fleury’s goals and managerial competencies report. A. Goals Ms. Fleury provided additional information to the committee, also reviewing the Performance Objective Checklist with the status dots compared to the checklist in an Excel format. Ms. Fleury noted several items have been completed or nearing completion, such as the hiring of an HR direction, with much progress already evident in the department, and Fire Chief interviews. Ms. Fleury stated economic development is going very well, growing exponentially, showing a positive trend for the community, in several areas of the City, not just the downtown area. B. Checklist vs the status dots Comm. Baldwin noted that although the status dots are quicker, the Excel report provides additional information. Regarding the recent “Can I Get a Witness” community conversations, Ms. Fleury stated she would include information in her August – November report, also noting the recordings would be available on AccessVision at a later date. Ms. Fleury requested direction regarding items a Commissioner may bring forward, asking how they should be incorporated on the goals report. As an example, Ms. Fleury noted a Commissioner’s request to consider local hotels and motels that rent rooms, asking if this should be included under the rental ordinance, which covers residential property, not commercial, suggesting a change similar to changes made when the City adopted the International Property Maintenance Code. Mayor Behnke asked if they expected much push-back from hotels/motels for weekly and monthly rentals. Ms. Fleury stated it would fall under safety of residents and visitors, noting there are not any current rules or ordinances that address the issue, stating the issue should tie to the community results. Committee members suggested adding an additional category to the goals report, possibly named “Special Projects,” until the Commission makes the determination to pursue any action. Committee members expressed concern that with 9 commissioners, it may be difficult to keep track of all the Commissioners’ requests. Comm. Baldwin suggested “Emerging Issues” instead of “Special Projects.” Comm. Baldwin also suggested periodic workshops to discuss different ideas or issues the Commissioners would like brought forward. 1  Mayor Behnke stated it was the committee’s responsibility to direct the City Manager to add items in her goals reporting, then informing the Commissioners. Mayor Benkne noted that although everyone was not aware of an issue, it could become something that needs to be addressed. Comm. Sofia suggested the items be put on the goals report, in a separate area, so that the Commission can consider how to move forward. Comm. Sofia also expressed concern a Commissioner may evaluate the City Manager negatively if she were not addressing their particular requests. Comm. Sophia noted staff was spending a considerable amount of time researching the issues. Ms. Fleury stated it was important that the entire Commission agreed that staff should direct attention and progress to a particular issue. Comm. Baldwin asked if emerging issues should be added to the end of the Evaluation Process and Evaluation Form, stating it could be a reminder for the next year’s goals. Comm. Faris stated the City Manager should not be rated on issues that were not part of the original established goals. As an example, Ms. Fleury cited the recent “Can I Get a Witness” conversations and an upcoming visit of the Victims of Crime Advocacy Group, stating both of these fit with the goal that residents and visitors feel safe. Comm. Faris recommended the “Can I Get a Witness” would fit under “Strengthen Police Community Relationships.” Comm. Baldwin suggested an additional column for “Emerging Issues.” Ms. Fleury confirmed an additional area for emerging issues was to be added to the goals report, in the appropriate community goals section. As to the spreadsheet or colored dots report, Committee members agreed the spreadsheet provided additional information with a very brief comment, possibly color coding the boxes, but to ensure the typing was not obscured by the color shading, and eliminating the colored dots page. C. Managerial Competencies Comm. Baldwin agreed to write a cover letter to provide to the Commissioners with the City Manager Evaluation Progress and Evaluation Form. Comm. Baldwin also agreed the City Manager Goals and Managerial Reports from December 2017, April 2018 and August 2018, along with the results of the staff and community partners surveys would be sent via email with limited direction. Comm. Baldwin requested the printed evaluation form be provided to the Commissioners at the August 21, 2018 Commission meeting, stating she would announce the information at the meeting, reminding the Commission the survey was due to the City Clerk no later than September 4, 2018. Comm. Baldwin stated she would also emphasize the importance of returning the entire document so that each rating, along with any comments, could be reviewed and considered. Attorney Mullett noted only the final results document was subject to FOIA, stating the other documents, to encourage frank communication, are not subject to FOIA. The committee agreed to meet September 17, 2018 to review the survey results, to make recommendations and complete the report to the commission so that it may be placed on the October 2, 2018 agenda. City Manager Performance Evaluation Process Committee Discussion: There was none. Next Meeting: September 17, 2018 at 3:00 pm in Room 302A. Adjournment: Comm. Baldwin adjourned the meeting at 4:30 pm. 2