09/10/2013 - Personnel CommitteePERSONNEL COMMITTEE MEETING
TUESDAY, SEPTEMBER 10, 2013
4:30 P.M.
CITY ADMINISTRATOR'S OFFICE
AGENDA
I. AGENDA ADOPTION
II. PERFORMANCE EVALUATION OF CITY ADMINISTRATOR
III. OTHER BUSINESS
IV. ADJOURNMENT
Personnel Committee Meeting
September 10, 2013
II. PERFORMANCE EVALUATION OF CITY ADMINISTRATOR
ACTION TO BE CONSIDERED
Provide direction to the Staff on the preferred process and format of conducting a performance
evaluation of the City Administrator
FACTS:
® The agreement between the City of Eagan and the City Administrator currently states as
follows: "City shall review the performance of Mr. Osberg in September 2013 and April 2014
and then annually thereafter. The review shall be subject to an objective process based on
goals and measurable criteria mutually agreed upon by the City and Mr.Osberg
® Past evaluation of the City Administrator was completed periodically throughout his tenure,
with no established practice or protocol.
® Both Human Resources Manager Lori Peterson and City Administrator Dave Osberg will be in
attendance at the meeting on September 10, 2013; yet, should the discussion warrant the City
Administrator excusing himself from the meeting, he will do so.
® Staff has provided copies of performance evaluation forms for the Committee to review to
determine if either document or a certain combination of the sections would suit the needs of
the City Council to conduct the performance evaluation.
ATTACHMENTS:
® Enclosed on pages ) through q is a copy of City of Eagan Performance Review form.
® Enclosed on pages l 0 through 11 is a copy of a the City of Mendota Heights City
Administrator Performance Evaluation Form, which Staff identified from several other forms
received as one that could best suit the needs of the City Council.
CITY OF EAGAN
EMPLOYEE PERFORMANCE REVIEW
Naive: [Click and enter text]
Position Title: [Click and enter text]
Department: [Click and enter text]
Evaluation Period From: [Click and enter text]
To: [Click and enter text]
Reviewed By: [Click and enter text]
Date of Review: [Click and enter text]
❑ Probationary Review
❑ Annual Review
PURPOSE
The City of Eagan has a formal performance management system to promote
continuous communication, improve productivity, foster employee development
and enhance the overall quality of service to the community. The performance
management system is designed to:
® Provide Managers an opportunity to relay the City's core
values (see attached).
• Highlight accomplishments.
• Set goals and expectations.
• Formulate a Professional Development Plan.
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EAGAN'S CORE VALUES AND THE GREATER GOOD
As an organization, we are committed to exhibiting the identified Core Values as listed in
the attachment.
Comment on 2 or 3 values in relation to how the employee may or may not be exhibiting
them in their work life: [Click and enter text]
1.
12.
3.
Describe with one specific example, how the employee is positively contributing to the
department:
[Click and enter text]
What specifically has the employee done to make a recognizable impact on another
department:
[Click and enter text]
HIGHLIGHTS AND ACCOMPLISHMENTS
Reference the attached job description and provide a brief explanation of how the job itself,
is being fulfilled by the skill sets of this employee: [Click and enter text]
For whatever reason, perhaps there are functions not being completely fulfilled. (If
applicable), describe the approach that will be implemented in the coming year to better
accomplish those functions not fully met:*
[Click and enter text]
Describe any specific highlights and /or accomplishments worth noting from the previous
year that relate to the overall success of this person:
[Click and enter text]
6
GOALS AND EXPECTATIONS
Reference the attached department goals, budget performance indicators and /or
individual or department work plan and comment on the status. [Click and enter text]
1.
2.
3.
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PROFESSIONAL DEVELOPMENT PLAN
Identify an area, or areas, of professional development to address in the coming year
and what you as their supervisor will specifically do to assist in them in reaching a
higher level of competency.
[Click and enter text]
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SUMMARY EVALUATION
OVERALL PERFORMANCE COMMENTS
[Click and enter text]
El Unsatisfactory Performance. A work plan for
improvement has been developed and is attached.
I+
SIGNATURES
Employee:
Division Supervisor.
Date:
Date:
(Signature by employee indicates only that evaluation has been reviewed with the
employee.)
Employee Comments (optional — the employee may complete this review tool as a self
evaluation prior to or after the review from the supervisor ):
Supervisor:
Division Supervisor:
Date:
Date:
Department Head: Da
Human Resources Manager:
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Date:
City of Mendota Heights
City Administrator Performance Evaluation
City Administrator: Justin Miller
Evaluation period: December 28, 2011 to December 27, 2012
Each member of the City Council should complete this evaluation form and return it to Human
Resources. The deadline for submitting this performance evaluation is Thursday, November 29,
2012.
Evaluations will be summarized and presented to the City Council and City Administrator for a
discussion at a closed session at a City Council meeting in December (date to be determined).
This form is intended to provide a checklist of key criteria to be used by the City Council in
assessing the performance of the City Administrator.
Each criteria should be rated and any specific comments or observations should be noted in the
spaces provided for comments.
::1n1 001
Needs Improvement
Meets Expectations
Exceeds Expectations
The form is an interactive form. First save the document to your computer. Use your "Tab" key
to scroll through the document. Use the mouse to place an "X" in the box selected for a rating.
Use the text box to add your comments.
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SECTION I: ASSISTING COUNCIL WITH ITS POLICY - MAKING ROLE
Needs
Improvement
Meets
Expectations
Exceeds
Expectations
A. Providing Information
The City Administrator provides information which is:
Detailed and reliable
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Explained in a thorough manner and includes alternatives
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or recommendations
Timely
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Helpful in preventing trivial administrative matters from
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being reviewed by the Council
Helpful and adequate to assist Mayor and City Council in
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making sound decisions
The City Administrator:
Provides members of City Council with the opportunity to
set long -term organizational goals and to establish the
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future direction of City policy
Keeps the Mayor and City Council informed, in a timely
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manner, of the things Council wants to know
Keeps the Mayor and City Council well informed with
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concise written and oral communications
Provides the Mayor and City Council members with
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information on an equal basis
Informs the Mayor and City Council of administrative
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developments
Follows up in a timely manner on Mayor and City Council
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requests for information or action
S. Providing Advice
The City Administrator:
Has adequate knowledge of municipal affairs, including the
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City's laws and ordinances
Considers alternatives before making recommendations
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Plans ahead, anticipates needs and recognizes potential
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problems
Has a good sense of timing in bringing issues to the Council
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for action
Comments:
Add comments.
SECTION II: INTERNAL ADMINISTRATION
B. Financial Management
Needs
Improvement
Meets
Expectations
Exceeds
Expectations
A. Implementation of Council Policies
The City Administrator is effective in the following areas:
Carrying out Council directives
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Assigning work so that it is performed efficiently and
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effectively
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Paying sufficient attention to detail to avoid error or things
"slipping
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through the cracks"
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Analyzing problems or issues and identify causes, reasons,
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and implications
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Accurately interpreting the direction given by the Mayor
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and City Council
Carrying out the directives of Council as a whole rather
than those of any one Council member, but recognizes the
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concerns of the minority
Supporting the actions of the City Council after a decision
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is made
Assuming responsibility for staff performance
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Providing members of City Council with periodic status
reports on projects or tasks which may overlap months or
years in implementation
Insuring that the management staff maintains normal
service delivery operations as well as the flexibility to
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manage emergency situations
B. Financial Management
Are you satisfied with the City Administrator's:
Approach to budget preparation and review
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0
Use of standard financial management procedures to meet
Council's policy guidelines
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Implementation of Council's policy regarding the
expenditure of budgeted funds
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Cost control through economical use of labor, materials and
equipment
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Information on the financial status of City government
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Use of available funds and his ability to operate the City
efficiently and effectively
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Knowledge of financial matters
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Information pertaining to long or short-term financing for
capital projects orequipment
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Information on opportunities for federal and state grant
funding
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Needs
Improvement
Meets
Expectations
Exceeds
Expectations
C. Personnel Management
The City Administrator is:
Successful in guiding people as a team toward common
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Effective in selecting qualified and highly competent staff
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Effective in maintaining professional relationships with
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Directors
Effective in assuring that staff members make a positive
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impression on citizens
The City Administrator:
Insures that the City's personnel policies and practices are
administered by City Department Directors and
management staff in an equitable manner
Develops and motivates employees so that they are
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increasingly effective
Addresses disciplinary problems and takes action when
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warranted
Monitors performance of employees and initiates corrective
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action as needed
Comments:
Add comments.
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SECTION III: EXTERNAL RELATIONS
B. Intergovernmental Relations
Needs
Improvement
Meets
Expectations
Exceeds
Expectations
A. Citizen Relations
The City Administrator:
Makes a positive impression on citizens and is he respected
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in the City of E a ox,,
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Has appropriate visibility or identity in the community
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Assists the Council in resolving problems at the
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administrative level to avoid unnecessary Council action
Is willing to meet with members of the community and
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issues of concern
Is skillful with the news media, avoiding political positions
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and partisanship
Provides information to the public in a timely fashion on
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which will cause public reaction
Represents Council positions and policies accurately and
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effectively
Thinks and acts in a manner reflecting an attitude that client
(Council, staff or citizens) perceptions and satisfactions are
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important
Responds completely and in a timely manner to citizen
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complaints
B. Intergovernmental Relations
The City Administrator is:
Effective representing the City's interests in dealing with
other agencies
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Participative in enough intergovernmental activity to have
an impact on behalf of the City
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Cooperative with the county, state and federal governments
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Comments:
Add comments.
SECTION IV: PERSONAL ACCOMPLISHMENTS
B. Management Style
Needs
Improvement
Meets
Expectations
Exceeds
Expectations
A. Communications
With regard to communications, the City Administrator is:
Easy to talk to and a good listener
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Shows initiative and creativity in dealing with issues,
problems and unusual situations
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0
Thoughtful, clear and to the point
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Sensitive to the concerns of others
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Candid and forthright in discussing City business matters
with members of City Council
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Responds well to a changing world and local conditions; is
B. Management Style
The City Administrator:
Demonstrates interest and enthusiasm in performing his
duties
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Commands respect and good performance from staff
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Shows initiative and creativity in dealing with issues,
problems and unusual situations
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Is open to new ideas and suggestions for change
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Works well under pressure
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Consistently puts aside personal views and implements
Council policy and direction
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Displays the ability to resolve the numerous conflicts inherent
municipal government
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Responds well to a changing world and local conditions; is
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Is accessible to City Council members
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Conforms to the high standards of the profession; Fosters
behaviors
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Exhibits a commitment to continuing education in order to
encourage his professional development
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Is receptive to constructive criticism and advice
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Needs
Improvement
Meets
Expectations
Exceeds
Expectations
C. Job Effectiveness
The City Administrator:
Demonstrates interest and enthusiasm about the Council's
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Vision for the City
Gives his staff the tools necessary to provide efficient;
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responsive City services
Coordinates the implementation of City goals and
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objectives
Supports policies that will promote annexation and growth
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the City of a` a�
Creates a positive atmosphere for successful economic
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development in the City
Supports responsible infrastructure expansion and
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maintenance
Emphasizes the need for employee training and
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improvements
Comments:
Add comments.
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SECTION V: NARRATIVE RESPONSES
ACHIEVEMENTS FROM THIS PAST YEAR:
• What were the City Administrator's most notable accomplishments during the past year?
Add text.
• Which of the City Administrator's qualities were most instrumental in fulfilling the role of City
Administrator this past year?
Add text.
PERFORMANCE OBJECTIVES FOR COMING YEAR:
• What does the City Administrator do that you would like him to continue?
Add text.
• Is there anything that the City Administrator does that you would like him to do differently?
Add text.
• In what areas should the City Administrator focus his attention in this coming year?
Add text.
• Do you have any other general comments to share with the City Administrator?
Add text.
Rater's name
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Date
