05/03/2016 - Personnel CommitteePERSONNEL COMMITTEE MEETING
TUESDAY, MAY 3, 2016
5 P
2ND FLOOR CONFERENCE ROOM
AGENDA
I. AGENDA ADOPTION
II. REVIEW CITY ADMINISTRATOR PERFORMANCE REVIEW
III. EMPLOYEE VACATION ACCRUAL
IV. OTHER BUSINESS
V. ADJOURNMENT
Agenda Information Memo
Personnel Committee Meeting
May 3, 2016
II. REVIEW CITY ADMINISTRATOR PERFORMANCE REVIEW
DIRECTION TO BE CONSIDERED:
No formal direction is needed. The intent is to discuss the feedback offered through the City
Administrator's performance review.
FACTS:
• Per the request of the City Council, an electronic survey was provided with questions
relating to the performance of the City Administrator.
• Four City Councilmembers responded to the survey.
• Enclosed is a compilation of the comments offered by Councilmembers.
• City Administrator Osberg will be prepared to review and discuss the feedback provided
via the survey.
ATTACHMENTS:
• II -1 Performance Review survey results
2016 City Administrator Review
k ; What were the City Administrator's most
notable accomplishments during the past
year?
Answered:4 5kipped:0
# Responses
1 Probably coordinating multiple meetings and process with the Delta site reuse.
2 ?
3 Dave's professionalism in his service as President of the League of Minnesota Cities and his role in hiring a new
executive director reflected favorably on the City of Eagan. He provided sound leadership in coordinating discussions
with the Vikings regarding their Interest in relocating the team's headquarters and practice facilities to Eagan.
4 Containing budget, long-term planning for physical plant needs, and further developing staff.
1/19
Date
4/22/2016 12:49 PM
4/8/2016 10:59 AM
3/10/2016 2:40 PM
3/7/2016 6:36 PM
2016 City Administrator Review
":' Which of the City Administrator's
qualities were most instrumental in fulfilling
the role of City Administrator this past
year?
A it_vierod: L} :j l:tj7ji.3r!:0
# Responses
1 Affability.
2 Strategic planning
3 His extensive experience and expertise as an administrator, leadership in and respect within the industry, and ability to
communicate and work well with staff and the Council.
4 Diligence.
2/19
Date
4/22/2016 12:49 PM
4/8/2016 10:59 AM
3/10/2016 2:40 PM
3/7/2016 6:36 PM
2016 City Administrator Review
=' What does the City Administrator do that
you would Like him to continue?
# Responses Date
1 I'd like him to continue rooting for the Twins (I had no answer but the survey forced a response). 4/22/2016 12:57 PM
2 Appreciate receiving emails regarding notable Issues and events that have occurred within the community prior to 4/8/2016 11:05 AM
learning of them through the media.
3 Continue to keep the Council Informed; promptly respond to requests for information and coordinate as needed with 3/10/2016 3:31 PM
staff; respond to constituents appropriately and professionally.
4 Maintain the level of communication with Council. Dave does a good job of making sure that we are rarely "surprised." 3/7/20166:50 PM
3/19
2016 City Administrator Review
4r Is there anything that the City
/administrator does that you would like him
to do differently?
^,mswc ,:)d: 4 ';kipped`: 0
# Responses
Date
1 Perhaps, but I'm not fully convinced, Dave could present more on items before the Council in meetings. Historical
4/22/2016 12:57 PM
context, history or key issues relying on staff for the specific context expertise but setting up some of the context of
history that brings us to this point.
2 1 would like to see monthly updates that are brought forward from staff: Two things that have happened was that
4/8/2016 11:05 AM
council was caught off guard regarding Julie's departure. The change in Healthcare account, was not communicated
to the council.
3 Dave has a good sense about dealing with people and issues. I'm not aware of a situation in which he has acted in a
3/10/2016 3:31 PM
manner that would be disagreeable to me.
4 1 can't think of anything really crucial. The only minor thing I might mention would be that it could be beneficial for Dave
3/7/2016 6:50 PM
to gently redirect the Council away from the useless and expensive NLC conferences and towards something else that
might offer greater benefit.
4/19
2016 City Administrator Review
r In what areas should the City
Administrator focus his attention in 2016?
A;I ,,ve;g,-r:4 ;Ikit>,-x,i:0
# Responses
Date
1 In 2016, as is the case with any election year, I think Dave will need to focus on keeping staff focused during an
4/22/2016 12:57 PM
election season. Governance is different while navigating thru election seasons and that can be frustrating for staff and
elected's alike. In addition to that, I think successfully integrating two new department heads fairly close together will
take some attention.
2 1. On -boarding Park and Rec. Director and EDA Director. 2. Managing and communicate all potential outcomes of the
4/8/2016 11:05 AM
Eagan Forward Groups
3 Negotiations with the Vikings will be watched closely by the public, so continued diligence in overseeing this
3/10/2016 3:31 PM
relationship will be critical to assure successful outcomes. He needs to demonstrate practicality and fiscal prudence in
addressing the City's varying facility needs. He also needs to promote staff efforts to achieve tangible results from
Eagan Forward recommendations to assure that our investment in this project was warranted. Replacement of the
parks and recreation director and economic development director positions with highly- qualified and quality
candidates will be crucial to our continued success in these areas.
4 There is building pressure from small, but very vocal, special interest groups to have city funding dedicated to their
3/7/2016 6:50 PM
interests. Resist. Otherwise, stay the course on budget and planning.
5/19
2016 City Administrator Review
<- Do you have any other general
comments to share with the City
Administrator?
# Responses
1 Not really.
2 Sometimes feel that we are left out of the loop.
Date
4/22/2016 12:57 PM
4/8/2016 11:05 AM
3 1 value the Council's working relationship with Dave and appreciate his openness, honesty, and professionalism. 3/10/2016 3:31 PM
4 "Be polite, be professional, but have a plan to kill everyone you meet." -- Gen. James 'Mad Dog' Mattis 3/7/2016 6:50 PM
6/19
Provides
helpful and...
Provides
members of C...
Informs the
Mayor and...
Follows up in
a timely man...
2016 City Administrator Review
Providing Information. The City
Administrator:
,isswerer.. 4 S,kipped:0
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Needs Improvement € ", Meets Expectations IExceeds Expectations
Provides helpful and adequate information to assist Mayor and City Council in making sound
decisions.
Provides members of City Council with the opportunity to set long-term organizational goals and to
establish the future direction of City policy.
Informs the Mayor and Council of administrative developments.
7/19
Needs Meets Exceeds
Improvement Expectations Expectations
0.00% 75.00% 25.00%
0 3 1
0.00% 100.00% 0.00%
0 4 0
25.00% 50.00% 25.00%
1 2 1
Total
4
4
4
2016 City Administrator Review
Follows up in a timely manner on Mayor and City Council requests for information or action. 25.00% 0.00% 75.00%
Comments:
Date
Dave could on occasion be more diligent about follow up on minor requests. Not a huge area and there are any 4/22/2016 1:05 PM
number of requests to follow up but on occasion I find myself feeling like I've been promised a follow up and when we
both forget I need to loop back later in a "what ever happened" way. Aside from that In terms of provides adequate
information I've indicated Dave "meets expectations" which he does. Again, on occasion, I feel like I've been surprised
in a meeting by issues that are perhaps more involved than it seemed from initial discussion of the topic. Perhaps
having more of an eye for when an issue has some controversial aspects. Again not a huge deal, but being more in
touch with staff on agenda items and having more of a heads up on what specifically the concerns and interests that
might'blow up' in a meeting are.
Dave needs to continue to be diligent in meeting the Council's expectation for "no surprises." 3/10/2016 3:31 PM
8/19
2016 City Administrator Review
Implementation of Council Policies. The
City Administrator is effective in the
following areas:
Paying
sufficient...
Accurately
Interpreting...
Carrying out
the directiv...
Assuming ; s
responsibili... r *ys
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Needs Improvement s: Meets Expectations Exceeds Expectations
Paying sufficient attention to detail to avoid error or things "slipping through the cracks"
Accurately interpreting the direction given by the Mayor and City Council.
Carrying out the directives of Council as a whole rather than those of any one Councilmember, but
recognizes the concerns of the minority.
9/19
Needs Meets Exceeds
Improvement Expectations Expectations
0.00% 100.00% 0.00%
0 4 0
0.00% 75.00% 25.00%
0 3 1
0.00% 50.00% 50.00%
0 2 2
Total
4
4
4
2016 City Administrator Review
Assuming responsibility for staff performance.
Comments:
0.00% 75.00% 25.00%
Date
Accurately interpreting direction given by the Mayor and City Council can be a challenge. It's a two-way street - we 3/10/2016 3:31 PM
need to do a better job at times of communicating our intent and Dave should not be hesitant to inform us when our
direction is not as clear as it should be.
10/19
2016 City Administrator Review
Financial Management. Are you satisfied
with the City Administrator's:
Implementation
of Council's...
Information on
the financia...
Needs Improvement ( Meets Expectations Exceeds Expectations
Needs Meets Exceeds
Improvement Expectations Expectations
Implementation of Council's policy regarding the expenditure of budgeted funds. 0.00% 25.00% 75.00%
0 1 3
Information on the financial status of City government. 0.00% 75.00% 25.00%
0 3 1
Information pertaining to long or short-term financing for capital projects or equipment 0.00% 50.00% 50.00%
purchases. 0 2 2
# Comments: Date
1 Managed the public facilities upgrade quite well from a financial perspective. 4/22/2016 1:08 PM
2 Questions have been raised periodically regarding investments reporting. It's important for the Council to understand 3/10/2016 3:31 PM
the reasons for changes in the City's investments position (investments performance and source and use of funds type
analysis).
11 / 19
Total
4
4
4
Successful in
guiding poop...
Effective in
maintaining...
Effective in
assuring tha...
2016 City Administrator Review
Personnel Management. The City
Administrator is:
0% 10% 20% 30% 40% 50% 60% 70% 80°% 90% 100%
Needs Improvement fv Meets Expectations Exceeds Expectations
12/19
Total
4
4
4
Needs
Meets
Exceeds
Improvement
Expectations
Expectations
Successful in guiding people as a team toward common objectives.
0.00%
75.00%
25.00%
0
3
1
Effective in maintaining professional relationships with Department Directors.
0.00%
50.00%
50.00%
0
2
2
Effective in assuring that staff members make a positive impression on
0.00%
0.00%
100.00%
citizens.
0
0
4
Comments:
Date
City surveys continue to show highly -positive results in response to
the provision of City services and interaction
3/10/2016 3:31 PM
between residents and staff.
12/19
Total
4
4
4
2016 City Administrator Review
Citizen Relations. The City
Administrator:
Makes a
positive...
Has
appropriate... ! d 1 =
Is willing to
meet with...
Represents
Council...
Responds
completely a...
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Needs Improvement ) Meets Expectations Exceeds Expectations
Needs Meets Exceeds Total
Improvement Expectations Expectations
13/19
2016 City Administrator Review
Makes a positive impression on citizens and is he respected in the City of
0.00%
0.00%
100.00%
Eagan.
0
0
4
Has appropriate visibility or identity in the community.
0.00%
50.00%
50.00%
0
2
2
Is willing to meet with members of the community and discuss issues of
0.00%
25.00%
75.00%
concern.
0
1
3
Represents Council positions and policies accurately and effectively.
0.00%
50.00%
50.00%
0
2
2
Responds completely and in a timely manner to citizens complaints.
0.00%
50.00%
50.00%
0
2
2
Comments:
Date
Dave has quickly become the "face of Eagan."
3/10/2016 3:34 PM
14/19
4
4
4
4
4
2016 City Administrator Review
Intergovernmental Relations. The City
Administrator is:
Effective
representing...
Participative
in enough...
Cooperative
with the... ar
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Needs Improvement Meets Expectations Exceeds Expectations
15/19
Total
4
4
4
Needs
Meets
Exceeds
Improvement
Expectations
Expectations
Effective representing the City's interest in collaborating with other agencies.
0.00%
75.00%
25.00%
0
3
1
Participative in enough intergovernmental activity to have an impact on behalf of
0.00%
50.00%
50.00%
the City.
0
2
2
Cooperative with the county, state and federal governments.
0.00%
50.00%
50.00%
0
2
2
Comments:
Date
Dave is recognized and well respected within the industry.
3/10/2016 3:34 PM
15/19
Total
4
4
4
2016 City Administrator Review
Communications. With regard to
communications, the City Administrator is:
Easy to talk
to and a goo...
Thoughful,
clear and to...
Candid and
forthright i...
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Needs Improvement 0 Meets Expectations Exceeds Expectations
16/19
Total
4
4
4
Needs
Meets
Exceeds
Improvement
Expectations
Expectations
Easy to talk to and a good listener.
0.00%
0.00%
100.00%
0
0
4
Thoughful, clear and to the point.
0.00%
25.00%
75.00%
0
1
3
Candid and forthright in discussing City business matters with members of City
0.00%
25.00%
75.00%
Council.
0
1
3
Comments:
Date
There are no responses.
16/19
Total
4
4
4
2016 City Administrator Review
Management Style. The City
Administrator:
17/19
Demonstrates
interest and...
Shows
initiative a...
Consistently
puts aside...
Displays the
ability to...
Is accessible
to City...
Is receptive
to construct...
2016 City Administrator Review
0% 10% 20% 30% 40% 50% 60% 70% 80% 90°% 100%
Needs Improvement Meets Expectations Exceeds Expectations
18/19
2016 City Administrator Review
19/19
Total
4
4
4
4
4
4
Needs
Meets
Exceeds
Improvement
Expectations
Expectations
Demonstrates interest and enthusiasm in performing his duties.
0.00%
50.00%
50.00%
0
2
2
Shows initiative and creativity in dealing with issues, problems and unusual
0.00%
100.00%
0.00%
situations.
0
4
0
Consistently puts aside personal views and implements Council policy and
0.00%
50.00%
50.00%
direction.
0
2
2
Displays the ability to resolve the numerous conflicts inherent in municipal
0.00%
75.00%
25.00%
government.
0
3
1
Is accessible to City Councilmembers.
0.00%
0.00%
100.00%
0
0
4
Is receptive to constructive criticism and advice.
0.00%
50.00%
50.00%
0
2
2
Comments
Date
Dave is always open to suggestions and constructive criticism.
3/10/2016 3:36 PM
19/19
Total
4
4
4
4
4
4
Agenda information Memo
Personnel Committee Meeting
May 3, 2016
III. EMPLOYEE VACATION ACCRUAL
DIRECTION TO BE CONSIDERED:
No action is needed. Staff is prepared to give an update on vacation accrual for City employees.
FACTS:
• At the May 3 Personnel Committee meeting, staff will provide an overview on accrual
rates for Eagan's comparable cities and the impact vacation benefits have on
recruitment and hiring.
ATTACHMENTS:
None