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HomeMy WebLinkAboutRes2017-038 Sponsored by: Clerk CITY OF SEWARD, ALASKA RESOLUTION 2017-038 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING RULE 16 OF THE CITY COUNCIL RULES OF PROCEDURE TO REFLECT CHANGES MADE TO THE EVALUATION PROCESS FOR THE CITY ATTORNEY, CITY CLERK, AND CITY MANAGER WHEREAS, after numerous discussions and work sessions, the City Council wishes to change the evaluation process and forms for the City Attorney, City Clerk and City Manager; and WHEREAS, those changes are reflected in the amendment to Rule 16 of the City Council Rules of Procedure, Evaluation of Appointed Officials; and WHEREAS, Rule 16 is deleted in its entirety and replaced with language as appears in Section 1 below. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,that: Section 1. The City Council amends Rule 16 of the City Council Rules of Procedure by deleting all of the existing language in its entirety and replacing with the following: RULE 16. EVALUATION OF APPOINTED OFFICIALS PURPOSE OF EVALUATION The purpose of providing periodic evaluations of the City Attorney, City Clerk, and City Manager is: • To give the employee timely feedback on his/her performance and to identify areas in which he/she is doing well, along with areas in which improvement may be needed. Evaluation should lead to positive action. • To clarify and strengthen communication between the employee and the Council as it relates to their respective expectations for their position. • To serve as a method for gathering data relevant to subsequent personnel decisions. STATEMENT OF CITY COUNCIL'S RESPONSIBILITIES Evaluating the performance of the City Manager, the City Clerk, and the City Attorney is a significant responsibility of the City Council. Conducting an effective evaluation is hard work, but it does not have to be a bad experience. With a clear procedure and open lines of communication, chances are good that the experience will result in a more productive working relationship. CITY OF SEWARD,ALASKA RESOLUTION 2017-038 FREQUENCY AND TIMING OF EVALUATIONS Evaluation is an ongoing process. To be most beneficial, it is suggested that evaluation sessions be held at least annually. Nothing in these evaluation procedures precludes the Council from exercising its authority to appoint or terminate the services of the City Manager, the City Attorney, or the City Clerk; or to exercise its authority as set forth in any employment contract with said employees. OVERVIEW OF STEPS INVOLVED IN EVALUATION PROCESS Special Performance Evaluation Session: This ad hoc meeting may be scheduled at the will of the Council to provide feedback and address any areas needing improvement. There are no evaluation forms or standard processes defined for this evaluation since it is ad hoc. Annual Evaluation Session: This annual meeting should be scheduled in January, February and March of each year, or as directed by Council. It also marks the beginning of the next evaluation cycle. This evaluation is regularly-scheduled and follows this process: 1. Self-Evaluation: The employee shall complete a self-evaluation using his/her respective blank evaluation form as a guide. He/she may write comments rather than use the rating system if he/she so chooses. It is the responsibility of the employee to complete and distribute hard copies of these self-evaluation reports to the council members no less than two (2) weeks prior to the actual Annual Evaluation Session. 2. Council Evaluation: No less than two (2) weeks prior to the employee's evaluation date, the City Clerk will provide the necessary blank evaluation forms to the City Council. The tabulation of the council members' scoring and comments will be assigned to two appointed council members; these two people form the tabulation team. Completed evaluation forms should be turned in to the tabulation team no less than three (3) days prior to the Annual Evaluation Session. 3. Evaluation Tabulation: The tabulation team will tally and average the scores, and combine all comments anonymously onto one tabulated evaluation form. This tabulated form should be made available for Council members at the Annual Evaluation Session. 4. Evaluation & Goal Setting In Executive Session: The Annual Evaluation Session will be held in Executive Session and the time scheduled for the Evaluation Session should be sufficient to do the job in a professional manner. "Round Robin" comments by Council members are permitted. It is also during the Annual Evaluation Session that the employee's goals are discussed and agreed upon by all parties. 5. Finalizing Evaluation & Goals With Employee: Within one (1) week of the Annual Evaluation Session, the tabulation team should create a final draft of the employee's tabulated evaluation form that also includes the agreed-upon goals, tabulated score, and comments, and should meet with the employee to review. At this meeting, the tabulation team and the employee will sign the document as an acknowledgement of the understanding. CITY OF SEWARD, ALASKA RESOLUTION 2017-038 The final step will be for Council to determine any personnel decisions as a result of the evaluation, to conduct an assessment of the evaluation process and suggest amendments to the procedures, if necessary. At the conclusion of the current evaluation, the next evaluation cycle automatically begins. DISPOSITION OF EVALUATION FORMS Certain information concerning the performance of an individual being evaluated under these procedures is not a public record, except as described in this section, and is not subject to disclosure under AS 40.25. Individual Council evaluation forms and the employee's self-evaluation forms are to be destroyed after executive session by the tabulation team. These forms are not considered a public record. Overall tabulation forms and criteria forms are considered a public record, as well as these procedures and shall be maintained in the employee's contract folder. [See Appendices for City Manager, City Attorney and City Clerk evaluation forms.] Section 2. The evaluation forms presented in substantial form at this meeting will be incorporated into the City Council Rules of Procedure Appendix as the official evaluation forms for the City Attorney, City Clerk, and City Manager. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 10th day of July, 2017. THE CITY OF SEWARD, ALASKA t Ma anna Keil, Vice ay r AYES: Casagranda, Squires, McClure, Altermatt, Slater, Keil, NOES: None ABSENT: Bardarson ABSTAIN: None AT EST: .mss I Jo anna Kinne!MMC Ci Clerk ••� O SE{ *. % (City Seal) • • SEAL • -.._ i ♦ '4'y?rF OFFt'V ••