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Home My WebLink About04102017 City Council Work Session Notes - Packet - evaluations -barn:„. WORK SESSION NOTES ON , C1.011(/ , J'UI qr IVa fuabi't. Purpose: fl,J\C,I,) c ,r( yctctuYe evaltAatiol -vvn Present: 4.,iyiney, Ear , 10,3 Council Members Present: lavacowili kl tmia �C l ur� Called by: C le_ry cow,0#I Time: 5:Sierh Date: 4(/Oh 7 P IQe, COMA ""\-- y of-0(1,�cptikg '�Y�GSC Mat4ellits m ,VVIOY uonvol nvw, bilt) "\orwatvol �rf.c:AvAiWA, a, -air , C{ '/�-',!"�V''�/_ / Seward City Council Work Session Packet Discuss the evaluation forms, procedures and policies for the City Attorney, City Manager and City Clerk April 10, 2017 5:30 p.m. City Council Chambers Seward City Council Work Session Discuss the evaluation forms, procedures and policies for the City Attorney, City Clerk and City Manager April 10, 2017 5:30 p.m. City Council Chambers Clerk Email Regarding Status of Procedure and Forms Correspondence fromAttorney ProposedEvaluation Procedures forthe City Attorney, City Clerkand City Manager...……….…………………………………………………………….Pg. 4.City Attorney a.Criteria Form (public)....................... b.Self-Evaluation (notpublic)………… c.CouncilEvaluation(notpublic)……………… d.OverallTabulation (public)……………………. 5.City Clerk a.Criteria Form (public)....................... b.Self-Evaluation (notpublic)………… c.CouncilEvaluation(notpublic)……………… d.OverallTabulation (public)……………………. 6.City Manager a.Criteria Form (public)....................... b.Self-Evaluation (notpublic)………… c.CouncilEvaluation(notpublic)……………… d.OverallTabulation (public)……………………. 1 From:Johanna Kinney To:daltermatt@cityofseward.net;dlsquires@cityofseward.net;Erik Slater;jbardarson@cityofseward.net; mkeil@cityofseward.net;rcasagranda@cityofseward.net;smcclure@cityofseward.net Cc:Jim Hunt;Will Earnhart Subject:Draft Evaluation Procedures Updated Date:Thursday, February 09, 2017 3:17:27 PM Attachments:RE evaluation procedures.msg Evaluations, Third Draft.pdf Council, Attached are the draft evaluation procedures and forms, as updated from the 1/31/2017 work session. I incorporated Council Member Altermatt’s addition of measurable goals, and hope it makes sense the way I have done this. I have some additional comments highlighted in yellow. Also, there was an element in the process that I wanted the attorney to weigh in on, and our discussion is also attached for your consideration. Please review this information. If you think it’s appropriate, you can bring this matter up at the meeting Monday, and give direction if you think another work session is needed or if these forms and process are ready to come forwardfor adoption. I think this needs a little more work, personally. Some of my concerns are: 1.Defining a more clear timeline of events for submission of self and council evaluations. 2.Council not viewing self-evaluations prior to completing their individual evaluations, and potentially not knowing how the employee felt they may or may not have met the established measurable goals for the prior year. 3.If it is allowable/appropriate to re-distribute the individual and self-evaluations at the executive session for discussion and those documents still remain confidential (see attached email between Will and myself). Or if the evaluation is made public by the employee, if all documents are public or not. Will is saying possibly not, right now your procedures form indicates they will be. Might be a longer discussion. 4.If the scoring of the measurable goals is conveyed to council’s liking. I hate to belabor the issue BUT I think it’s important to get this process clarified and everyone under the same understanding. It was not clear before, and has been problematic because we have interpreted things differently. I’d like to take the time and make sure we all understand this process to avoid future issues. I think it’s worth taking the time on and hope you do, too. I encourage Jim and Will to provide any suggestions as well. Reminder I am out of the office tomorrow. Johanna Kinney, CMC City Clerk, City of Seward Post Office Box 167 Seward, Alaska 99664 2 From:Will Earnhart To:Johanna Kinney Subject:RE: evaluation procedures Date:Thursday, March 23, 2017 10:09:30 AM Yes. But I would add that the process of tabulation and destruction of individual evaluations is not unique. It is done in a number of communities across the nation, but I have not found any evidence of this process being tested in the courts. William A. Earnhart Birch Horton Bittner & Cherot 1127 West 7th Ave | Anchorage AK 99501 Tel 907.263.7285 |Main907.276.1550 wearnhart@bhb.com|www.birchhorton.com Bio|vCard BHBC ISMOVING! ON APRIL 1ST, OUR NEW ADDRESS WILL BE 510 L STREET · SUITE 700 · ANCHORAGE · ALASKA · 99501 This transmittal may be a confidential attorney-client communication or may otherwise be privileged or confidential. If you are not the intended recipient, you have received this transmittal in error. Any review, dissemination, distribution or copying of this transmittal is strictly prohibited. If you have received this communication in error, please notify us immediately by reply or by telephone (907) 276-1550 and immediately delete this message and all attachments. From: Johanna Kinney \[mailto:jkinney@cityofseward.net\] Sent: Thursday, March 23, 2017 10:04 AM To: Will Earnhart Subject: FW: evaluation procedures Will, I have an agenda item on 3/28 for council to schedule another work session to finalize the evaluation procedures. I was going to put the current draft in the packet. Do you have any objection to me putting this below email in as well? I’m including an email I have written to the council that references this below email, so just wanted to include it all, but wanted to make sure that was acceptable to you first. Let me know, Johanna Kinney From: Will Earnhart \[mailto:wearnhart@BHB.com\] Sent: Thursday, February 09, 2017 12:15 PM To: Johanna Kinney Subject: RE: evaluation procedures Good questions. 3 As to reaching out, executive employees should be aware of their rights. I would not worry about it. If council were to go into executive session in regard to a particular lower level employee, (I can’t think offhand of how that would happen,) then notice of theright should be given. As to the individual evaluations, we are in a grey area. I would treat them as personal notes therefore not public record. It is the tabulation that is shared and considered. Any attachments from another source, (letter from public or employee regarding the officer) if discussed or shared, would be a public record, unless otherwise protected. The idea of executive session is to allow for the free exchange of ideas on sensitive issues. Council members may read their own words and it is not part of the “record” unless shared in written form. Even if used in a public hearing, the personal notes (individual evaluations) can be used and not be public record. What is spoken would be the record. Again this is a grey area. But the idea is the tabulation is the information to the employee (officer) and the public of the basis for the evaluation. Providing the tabulation to the Council as a whole for discussion assures the accuracyof the tabulation. The return and destruction of the individual evaluations assures the anonymity of Council members, if wanted. (A council member can always take credit for their own comments and observations in the executive or public session.) This process could be tested in the courts. I believe it will hold up and I don’t have another suggestion to preserve council member anonymity. From: Johanna Kinney \[mailto:jkinney@cityofseward.net\] Sent: Thursday, February 09, 2017 11:09 AM To: Will Earnhart Subject: RE: evaluation procedures Hi Will, I am getting ready to send to council the third draft with the recent changes implemented. The idea is for them to review this over the weekend and they can tell me Monday if this procedure is ready to come forward for adoption, or if another work session is needed. So I will send your emailwith those documents, too. I’mreading through this and understand it mostly, but need a little more clarification – at this point, council has stated they intend to complete individual evaluations, submit them to the members appointed to tally, and then during the executive session, each individualmember gets their evaluation back to run through it with the employee. I’m trying to figure out if, based on what you said, that will work. Also, I’m concerned that concept will NOT work if the employee decides to make their evaluation public and those individual forms are disseminated back to the council member. If those forms are utilized in a public evaluation – wouldn’t those forms be considered a public record? 4 Prior to these three evaluations, should I be reaching out to the employee, informing them that they have the right to make this evaluation public? I haven’t been doing that, but wonderif that should be a matter of practice moving forward…..thoughts? Johanna Kinney From: Will Earnhart \[mailto:wearnhart@BHB.com\] Sent: Monday, February 06, 2017 9:58 AM To: Johanna Kinney Subject: RE: evaluation procedures Jo, please share with Council. Destroying the notes and individual preparation materials can be done by a Council member, there is no requirement that it be done bythe Clerk. Is I understand the intent, evaluations by individual Council members will be tabulated and then destroyed; in theory, the individual evaluations never become public records. To the extent there is a “public interest” in preserving them, we have preserved their contents in a tabulation. Under the Public Records Act, these evaluations are not public records. However the courts have stated that materials used in executive appointments can be public, and have provided a balancing test between the privacy rights of the individual and the public right to know. In this case, although it has not been tested in court, I believe the public’s rights are protected by the tabulation without interfering with the frank exchange of opinions, among other reasons to destroy the individual evaluations. The Public Records Act does not provide a “black line” as to when records may be destroyed. Generally speaking a records retention policy must be followed, (in this case the policy is to destroy the records immediately after tabulation,). I would also add, that not sharing the individual evaluations with the whole Council is important. The idea of an executive session is the free discussion of ideas; thus the spoken word is always protected, but materials relied upon are not protected unless subject to another exception. In this case the Council “as a body” will only see the tabulation. Council members relying on their own notes do not make those notes something considered by the body. The Alaska Open meetings Act requires a public discussion if requested by the employee: “subjects that tend to prejudice the reputation and character of any person, provided the person may request a public discussion;” Alaska Stat. Ann. § 44.62.310(c)(2)(emphasis added) ; see also Univ. of Alaska v. Geistauts, 666 P.2d 424, 429 (Alaska 1983). The individual Council member evaluations are not part of the “public discussion” and thus should not be shown to the evaluatee or anyone else but the tabulators. The tabulations would be public if requested by the evaluatee. William A. Earnhart Birch Horton Bittner & Cherot 1127 West 7th Ave | Anchorage AK 99501 5 Tel 907.263.7285 |Main907.276.1550 wearnhart@bhb.com|www.birchhorton.com Bio|vCard This transmittal may be a confidential attorney-client communication or may otherwise be privileged or confidential. If you are not the intended recipient, you have received this transmittal in error. Any review, dissemination, distribution or copying of this transmittal is strictly prohibited. If you have received this communication in error, please notify us immediately by reply or by telephone (907) 276-1550 and immediately delete this message and all attachments. From: Johanna Kinney \[mailto:jkinney@cityofseward.net\] Sent: Thursday, February 02, 2017 3:57 PM To: Will Earnhart Subject: RE: evaluation procedures Here's the cleaner copy, if that helps. Johanna Kinney -----Original Message----- From: Will Earnhart \[mailto:wearnhart@BHB.com\] Sent: Thursday, February 02, 2017 3:51 PM To: Johanna Kinney Subject: Re: evaluation procedures Council destroying is not a problem as long as there is a process. This is fine. I need to think on the other part. Code allows for an open meeting at employee request. There may be more to it. Sent from my iPhone On Feb 2, 2017, at 2:48 PM, Johanna Kinney <jkinney@cityofseward.net<mailto:jkinney@cityofseward.net>> wrote: Hi Will, Council met Tuesday and gave the evaluation procedures and forms more review. There was one change that I wanted to ask your legal opinion on. In the attached draft procedures document, they wanted to make changes to section three, which I’ve pasted below. 3.ACCESS TO EVALUATION DOCUMENTS Information concerning the performance of an individual being evaluated under these procedures is not a public record except as described in section 5 (b) (6) and is not subject to 6 disclosure under AS 40.25.However, the individual who is the subject of the evaluation is entitled to a copy of the information and may waive the confidentiality provisions of this section concerning the information. 5(b) <image001.png> So I just want to make sure that’s an appropriate change– or are we violating anyone’s rights bynot allowing them to keep a copy of the private, to-be-destroyed evaluation forms? Also, any concern with council members destroying documents? Or should that be the role of the records manager, or does it matter? Entire procedures document attached, with track changes shown. Thanks, Johanna Kinney, CMC City Clerk, City of Seward Post Office Box 167 Seward, Alaska 99664 p: 907.224.4045 e: clerk@cityofseward.net<mailto:clerk@cityofseward.net> f: 907.224.4038 w:www.cityofseward.us<http://www.cityofseward.us> ________________________________ -- BEGIN-ANTISPAM-VOTING-LINKS ------------------------------------------------------ NOTE: This message was trained as non-spam. If this is wrong, please correct the training as soon as possible. Teach CanIt if this mail (ID 01SE0TBth) isspam: Spam: http://canit.cityofseward.net:8080/canit/b.php?i=01SE0TBth&m=7bc40033fa9a&c=s Fraud/Phish: http://canit.cityofseward.net:8080/canit/b.php? i=01SE0TBth&m=7bc40033fa9a&c=p Notspam: http://canit.cityofseward.net:8080/canit/b.php? i=01SE0TBth&m=7bc40033fa9a&c=n Forget vote: http://canit.cityofseward.net:8080/canit/b.php? i=01SE0TBth&m=7bc40033fa9a&c=f ------------------------------------------------------ END-ANTISPAM-VOTING-LINKS 7 CITY OF SEWARD EVALUATION PROCEDURES FOR CITY ATTORNEY, CITY CLERK, AND CITY MANAGER 1.STATEMENT OF CITY COUNCIL'SRESPONSIBILITIES Evaluating the performance of the City Manager, the City Clerk, and the City Attorney isa significantresponsibility 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 communications, chancesare good that the experience will result in a more productive workingrelationship. 2.PURPOSES OFEVALUATION The purpose of providing periodical evaluations of the City Manager, the City Clerk, and the City Attorney are: a.To give the employee timely feedbackon his/her performance and to identify areas in which he/she are doing well along with areas in which improvement may be needed. Evaluation should lead to positive action. b.To clarify and strengthen communication between the employee and the Council as it relates to their respective expectations for theirpositions. c.To serve as a method for gathering data relevant to subsequent personneldecisions. 3.ACCESS TO EVALUATIONDOCUMENTS Information concerning the performance of an individual being evaluated under these procedures is not a public record except as described in section 5 (b) (6) and is not subject to disclosure under AS 40.25. 4.FREQUENCY AND TIMING OFEVALUATIONS Evaluation is an ongoing process. To be most beneficial it is suggested that evaluation sessions be held periodically. 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. 5.OVERVIEW OF STEPS INVOLVED IN EVALUATIONPROCESS a.Special Performance Evaluation Session. This meeting may be scheduled at the will of the Council to provide feedback and address any areas needing improvement. b.Annual Evaluation Session. This 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 evaluationcycle. 1.Prior to the annual evaluation session, the employee will be invited to complete a self-evaluation using his/herrespectiveEvaluationFormas a guide. He/shemay writecommentsratherthan use the rating system if he/she so chooses. These self-evaluation reports should be made available to council members prior to the Comment \[JK1\]: Does council want to establish actual Annual Evaluation Session. a more specific timeline? JK 2.Individual council members should complete the evaluation form for the 1 8 Comment \[JK2\]: Recommend reconsidering the employee prior to receiving the self-evaluation form and prior to the meeting for order of events here. Not sure if employee is going the Annual EvaluationSession. to be able to appropriately convey to council if they have met their goals or not if council does not see the 3.The time scheduled for the Evaluation Session should be sufficient to do the self-evaluation form first…..JK job ina professional manner. The employee meets with the Council in an Comment \[JK3\]: Does council want to establish executive session.If he/she is excluded from theexecutivesession orany portion a more specific timeline? JK thereof, he/she may exercise his/herright toask for apublic meeting,in accordancewith appropriatestatutes, at which point any evaluation documents become a public record. "Round Robin" comments by Council members are permitted. The tabulation of the council members' scoring and comments will be assigned to two appointedcouncil members. 4.After completing the Evaluation Report Forms, copies of the tabulations should be made available for Council members. A meeting should take place with the employee. The appointed council members who compiled the Evaluation Report will represent the Council. At this meeting they will go through the "sign off" procedure. 5.The final step will be the personnel decisions, assessment of evaluation process and the next evaluation cycle begins. 6.Status of Evaluation Forms. Individual Council evaluation forms and self- evaluation forms are to be destroyed after executive sessionby those council members appointed to tabulate scores and comments. These forms are not considered a public record. Overall tabulation forms and criteria forms are considered a public record. 2 9 City of Seward City Attorney Evaluation Criteria There are many components to the City Attorneyjob. For the City of Seward, these primary areas of responsibility include: 1.Acts as Chief legal consultant a.Advises City Council, City Manager and City Clerk on all matters of law. b.Drafts and assists in the drafting of ordinances, resolutions, contracts and agreements to be made or entered into by the Cityas needed or required. Approves the form of ordinances. c.Represents the City in all action of law, unless otherwise deemed necessary. d.Attends meetings as required. e.Keeps the City advised of developments in municipal law and actions in other communities and jurisdictions that may have an impact on the City’s activities. 2.Maintains good relationship with City Council a.Responsive to direct requests from Council in a timely manner. b.Well prepared and knowledgeable about Council agenda items for which an attorney review was requested. c.Ensures legal advice is clearly understood. 3.Works well with Administration, staff and Council a.Adept at cost control. b.Provides solutions and/or alternatives to legal problems and issues. c.Provides training on various matters, such as open meetings act, contracts, ordinance and resolution forms, etc. d.Consistent with maintaining the attorney-client privilege. Goals set for the City Attorney: (established from the previous evaluation) ·Goal 1 {Clerk’s Note – optional} ·Goal 2 ·Goal 3 *Public Record to be maintained with Overall Evaluation Worksheet Last Revised:per Res/Ord/CCRoP/Code 10 City of Seward City Attorney SELF Evaluation Circle the response that best reflects your personal observation with regards to each of the following. Scoring Key: 5Excellent 4 Above Average 3 Average 2Below Average 1Unacceptable N/R Not Rated (not included in tally) 1.Acts as Chief legal consultant a.Advises City Council, City Manager and City Clerk on all matters of law. …………………………………………………………………………...5 4 3 2 1 N/R b.Drafts and assists in the drafting of ordinances, resolutions, contracts and agreements to be made or entered into by the Cityas needed or required. Approves the form of ordinances . …………… ………………………...5 4 3 2 1 N/R c.Represents the City in all action of law, unless otherwise deemed necessary. …… ………………………………………………………………………………........5 4 3 2 1 N/R d.Attends meetings as required. ………………………………………….5 4 3 2 1 N/R e.Keeps the City advised of developments in municipal law and actions in other communities and jurisdictions that may have an impact on the City’s activities. ……………………………………… ………………………………………….5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ N/R = not rated Last Revised: To be destroyed after __________ per Res/Ord/CCRoP/Code 11 City of Seward 2.Maintains good relationship with City Council a.Responsive to direct requests from Council in a timely manner. …........5 4 3 2 1 N/R b.Well prepared and knowledgeable about Council agenda items for which an attorney review was requested. …………………………………………………..5 4 3 2 1 N/R c.Ensures legal advice is clearly understood. ………………………….....5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 3.Works well with Administration, staff and Council a.Adept at cost control. …………………………………………………...5 4 3 21N/R b.Provides solutions and/or alternatives to legal problems and issues.........5 4 3 2 1 N/R c.Provides training on various matters, such as open meetings act, contracts, ordinance and resolution forms, etc. ………………………………………………..5 4 3 2 1 N/R d.Consistent with maintaining the attorney-client privilege. ………….......5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ N/R = not rated Last Revised: To be destroyed after __________ per Res/Ord/CCRoP/Code 12 City of Seward Goals set for the City Attorney: (established from the previous evaluation) ·Goal 1 ·Goal 2 ·Goal 3 Goal 1 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Goal 2 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Goal 3 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Clerk’s Note: 1.Does council want a place for the employee to list potential upcoming goals? 2.If council does not want to see the employee self-evaluation prior to completing their evaluation, employee has no way to convey to the council how they felt they met these goals……or to explain any circumstances as to why they weren’t met……. N/R = not rated Last Revised: To be destroyed after __________ per Res/Ord/CCRoP/Code 13 City of Seward City Attorney COUNCIL Evaluation Circle the response that best reflects your personal observation with regards to each of the following. Scoring Key: 5Excellent 4 Above Average 3 Average 2Below Average 1Unacceptable N/R Not Rated (not included in tally) 1.Acts as Chief legal consultant a.Advises City Council, City Manager and City Clerk on all matters of law. …………………………………………………………………………...5 4 3 2 1 N/R b.Drafts and assists in the drafting of ordinances,resolutions, contracts and agreements to be made or entered into by the Cityas needed or required. Approves the form of ordinances . …………… ………………………...5 4 3 2 1 N/R c.Represents the City in all action of law, unless otherwise deemed necessary. …… ………………………………………………………………………………........5 4 3 2 1 N/R d.Attends meetings as required. ………………………………………….5 4 3 2 1 N/R e.Keeps the City advised of developments in municipal law and actions in other communitiesand jurisdictions that may have an impact on the City’s activities. ……………………………………… ………………………………………….5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ *SECTION 1 AVERAGE:TOTAL SCORES DIVIDED BY 5 = *Do not count N/R scores in averages. N/R = not rated Last Revised: To be destroyed after __________ per Res/Ord/CCRoP/Code 14 City of Seward City Attorney COUNCIL Evaluation 2.Maintains good relationship with City Council a.Responsive to direct requests from Council in a timely manner. …........5 4 3 2 1 N/R b.Well prepared and knowledgeable about Council agenda items for which an attorney review was requested. …………………………………………………..5 4 3 2 1 N/R c.Ensures legal advice is clearly understood. …………………..5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ *SECTION 2 AVERAGE:TOTAL SCORES DIVIDED BY 3 = *Do not count N/R scores in averages. 3.Works well with Administration, staff and Council a.Adept at cost control. …………………………………………………...5 4 3 2 1 N/R b.Provides solutions and/or alternatives to legal problems and issues.........5 4 3 2 1 N/R c.Provides training on various matters, such as open meetings act, contracts, ordinance and resolution forms, etc. ………………………………………………..5 4 3 2 1 N/R d.Consistent with maintaining the attorney-client privilege. ………….......5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ *SECTION 3 AVERAGE:TOTAL SCORES DIVIDED BY 4 = *Do not count N/R scores in averages. N/R = not rated Last Revised: To be destroyed after __________ per Res/Ord/CCRoP/Code 15 City of Seward City Attorney COUNCIL Evaluation 4.Goals set for the City Attorney: (established from the previous evaluation) ·Goal 1 Clerk’s Note: ·Goal 2 1.How will council score if goals were met if they don’t get any documentation on it ·Goal 3 prior? Goal 1 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Goal 2 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Goal 3 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) *SECTION4AVERAGE:TOTAL SCORES DIVIDED BY (TBD) = *Do not count N/R scores in averages. OVERALL GRADE COMBINE ALL AVERAGED SCORES ABOVE AND DIVIDE BY 4=_____ N/R = not rated Last Revised: To be destroyed after __________ per Res/Ord/CCRoP/Code 16 City of Seward City Attorney COUNCIL Evaluation GeneralComments: N/R = not rated Last Revised: To be destroyed after __________ per Res/Ord/CCRoP/Code 17 City of Seward City AttorneyEvaluation Overall Tabulation Council Evaluation Grade: Clerk’s Note: 1.Currently the draft factors the goal score into the council evaluation, so these two AccomplishmentsGrade: elements are stricken. What is the preference of the council? Overall Evaluation Grade (average of the scores above): Comments: *Public Record to be maintained with Appendix A-1:Criteria 18 Goals established for the upcoming year for the City Attorney: ·Goal 1 ·Goal 2 ·Goal 3 Goal 1 Identity a measurable component of the goal54321N/R Identity a measurable component of the goal54321N/R Goal 2 Identity a measurable component of the goal54321N/R Identity a measurable component of the goal54321N/R Goal 3 Identity a measurable component of the goal54321N/R Identity a measurable component of the goal54321N/R Jean Bardarson, Mayor Will Earnhart, City Attorney DateDate *Public Record to be maintained with Appendix A-1:Criteria 19 City of Seward City Clerk Evaluation Criteria There are many components to the city clerk job. For the City of Seward, these primary areas of responsibility include: 1.Oversee the day-to-day operationof the clerk’s office a.Keep and maintain appropriate files and records of the City. b.Keeps informed of matters which may require Council action. c.Keep all ordinances, resolutions, agreements and contracts {where appropriate} of the City and authenticates such records as necessary. d.Manages requests for public information. e.Ensure staff members are properly trained in procedures of the office. f.Shall attest the signature of the City Manager on all contracts, except as otherwise provided by code, as approved by Council. g.Prepares travel documents and arrangements for Council members traveling on City business. 2.Maintains a good working relationship with the City Council a.Shall be the clerk of the Council. Shall attend all meetings of the Council(or a representative) and shall keep a record of its proceedings. b.Encourages a rapport that facilitates trust and coordination with Council. c.Disseminates complete accurate informationthat involves council actionequally to all members in a timely manner. d.Coordinates information, concerns, complaints from the public to Council members. e.Provides equipment and training, if necessary, to Council members. f.Acts as the Public Information Officer during severe emergency operations and is the focal point for Council during emergency events. g.Acts as the parliamentary advisor to the Council during Council meetings. h.Coordinates and administers city elections, absentee voting, worker training and canvass boards effectively. i.Administers all oaths of office and attests to the signature of the Mayor. j.Coordinates the public broadcast of Council meetings and maintains the audio record of those meetings. 3.Oversees annual and special project budgets a.Develops an annual budget for Council review that identifies operational needs. b.Prepares a special project plan, implementation and budget for Council approval. c.Maintains Council's annual budget. d.Advises Council of needs for council chambers to provide adequate area for public meetings. *Public Record to be maintained with Overall Evaluation Worksheet 20 City of Seward City Clerk Evaluation Criteria 4.Maintain a positive relationship with the public a.Is the primary point of contact for public information requests and responsible for the timely return of the requests. b.Provides information on public meetings and events. c.Is courteous and receptive to public concerns, complaints and documents them for the affected department and Council review. Goals set for the City Attorney: (established from the previous evaluation) ·Goal 1 {Clerk’s Note – optional} ·Goal 2 ·Goal 3 *Public Record to be maintained with Overall Evaluation Worksheet 21 City of Seward City Clerk SELF Evaluation Circle the response that best reflects your personal observation with regards to each of the following. Scoring Key: 5Excellent 4 Above Average 3 Average 2Below Average 1Unacceptable N/R Not Rated (not included in tally) 1.Oversee the day-to-day operationof the clerk’s office a.Keep and maintain appropriate files and records of the City. ………5 4 3 2 1 N/R b.Keeps informed of matters which may require Council action. ..…..5 4 3 2 1 N/R c.Keep all ordinances, resolutions, agreements and contracts {where appropriate} of the City and authenticate such records as necessary……….……………5 4 3 2 1 N/R d.Manages requests for public information. … ………………………5 4 3 2 1 N/R e.Ensure staff members are properly trained in procedures of the office. …………………………………………………………………….....5 4 3 2 1N/R f.Shall attest the signature of the City Manager on all contracts, except as otherwise provided by code, as approved by Council. …………………..…….5 4 3 2 1 N/R g.Prepares travel documents and arrangements for Council members traveling on City business. ………………………………………………….………..5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 2.Maintains a good working relationship with the City Council a.Shall be the clerk of the Council. Shall attend all meetings of the Council (or a representative) and shall keep a record of its proceedings.………….5 4 3 2 1 N/R b.Encourages a rapport that facilitates trust and coordination with Council. ……………………………………………………………………….5 4 3 2 1N/R N/R = not rated Last Revised: 22 To be destroyed after __________ per Res/Ord/CCRoP/Code City of Seward c.Disseminates complete accurate information that involves council action equally to all members in a timely manner. ……………………………………………………………………….5 4 3 2 1N/R d.Coordinates information, concerns, complaints from the public to Council members. ……………………………………… ………………………..……..5 4 3 2 1N/R e.Provides equipment and training, if necessary, to Council members.5 4 3 2 1 N/R f.Acts as the Public Information Officer during severe emergency operations and is the focal point for Council during emergency events.…………………..5 4 3 2 1 N/R g.Acts as the parliamentary advisor to the Council during Council meetings……………………………………………………………..5 4 3 2 1 N/R h.Coordinates and administers city elections, absentee voting, worker training and canvass boards effectively. …….. ……………………………..…..5 4 3 2 1 N/R i.Coordinates the public broadcast of Council meetings and maintains the audio record of those meetings. …………………….…………………………….5 4 3 2 1N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 3.Oversees annual and special project budgets a.Develops an annual budget for Council review that identifies operational needs. …… …………………………………………………..……………..5 4 3 2 1N/R b.Prepares a special project plan, implementation and budget for Council approval. …. …………………………………………………..……………….5 4 3 2 1N/R c.Maintains Council's annual budget. ……………..…………………5 4 3 2 1 N/R d.Advises Council of needs for council chambers to provide adequate area for public meetings. …………………………………….……………………..5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 4.Maintain a positive relationship with the public a.Is the primary point of contact for public information requests and responsible for the timely return of the requests. ……………………………………….5 4 3 2 1 N/R N/R = not rated Last Revised: 23 To be destroyed after __________ per Res/Ord/CCRoP/Code City of Seward b.Provides information on public meetings and events. ……………...5 4 3 2 1 N/R omments: C ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Goals set for the City Clerk: (established from the previous evaluation) oal 1 ·G ·Goal 2 ·Goal 3 Goal 1 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Goal 2 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal 54321N/R (established from the previous evaluation) Goal 3 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Clerk’s Note: 1.Does council want a place for the employee to list potential upcoming goals? 2.If council does not want to see the employee self-evaluation prior to completing their evaluation, employee has no way to convey to the council how they felt they met these goals……or to explain any circumstances as to why they weren’t met……. N/R = not rated Last Revised: 24 To be destroyed after __________ per Res/Ord/CCRoP/Code City of Seward City Clerk COUNCIL Evaluation Circle the response that best reflects your personal observation with regards to each of the following. Scoring Key: 5Excellent 4 Above Average 3 Average 2Below Average 1Unacceptable N/R Not Rated (not included in tally) 1.Oversee the day-to-day operationof the clerk’s office a.Keep and maintain appropriate files and records of the City. ….…...5 4 3 2 1 N/R b.Keeps informed of matters which may require Council action. ..…..5 4 3 2 1 N/R c.Keep all ordinances, resolutions, agreements and contracts {where appropriate} of the City and authenticate such records as necessary……. ………...……5 4 3 2 1 N/R d.Manages requests for public information. .…………………………5 4 3 2 1 N/R e.Ensure staff members are properly trained in procedures of the office.5 4 3 2 1 N/R f.Shall attest the signature of the City Manager on all contracts, except as otherwise provided by code, as approved by Council. ……..………………….5 4 3 2 1 N/R g.Prepares travel documents and arrangements for Council members traveling on City business. ………………………………………….………………..5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ *SECTION 1 AVERAGE:TOTAL SCORES DIVIDED BY 7 = *Do not count N/R scores in averages. 2.Maintains a good working relationship with the City Council a.Shall be the clerk of the Council. Shall attend all meetings of the Council (or a representative) and shall keep a record of its proceedings. ...……….5 4 3 2 1 N/R N/R = not rated Last Revised: 25 To be destroyed after __________ per Res/Ord/CCRoP/Code City of Seward City Clerk COUNCIL Evaluation b.Encourages a rapport that facilitates trust and coordination with Council. ……………………………………………………………………….5 4 3 2 1N/R c.Disseminates complete accurate information that involves council action equally to all members in a timely manner. ……..…………………………….5 4 3 2 1 N/R d.Coordinates information, concerns, complaints from the public to Council members. ………………………………………...……………………………..5 4 3 2 1N/R e.Provides equipment and training, if necessary, to Council members. ……………………………………………………………………….5 4 3 2 1N/R f.Acts as the Public Information Officer during severe emergency operations and is the focal point for Council during emergency events. ...………………..5 4 3 2 1N/R g.Acts as the parliamentary advisor to the Council during Council meetings……………………………………………………………..5 4 3 2 1 N/R h.Coordinates and administers city elections, absentee voting, worker training and canvass boards effectively. …….. …………………………..……..5 4 3 2 1 N/R i.Administers all oaths of office and attests to the signature of the Mayor…..……………………………………………………………5 4 3 2 1 N/R j.Coordinates the public broadcast of Council meetings and maintains the audio record of those meetings. ………………………………………………….5 4 3 2 1N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ *SECTION 2 AVERAGE:TOTAL SCORES DIVIDED BY 10 = *Do not count N/R scores in averages. 3.Oversees annual and special project budgets a.Develops an annual budget for Council review that identifies operational needs. …… …………………………………………..……………………..5 4 3 2 1N/R b.Prepares a special project plan, implementation and budget for Council approval. …. …………………………………………..……………………….5 4 3 2 1N/R c.Maintains Council's annual budget. ………..………………………5 4 3 2 1 N/R N/R = not rated Last Revised: 26 To be destroyed after __________ per Res/Ord/CCRoP/Code City of Seward City Clerk COUNCIL Evaluation d.Advises Council of needs for council chambers to provide adequate area for public meetings. ………………………………….………………………..5 4 3 2 1 N/R C omments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ *SECTION3AVERAGE:TOTAL SCORES DIVIDED BY 4 = *Do not count N/R scores in averages. 4.Maintain a positive relationship with the public a.Is the primary point of contact for public information requests and responsible for the timely return of the requests. ……………………………………….5 4 3 2 1 N/R b.Provides information on public meetings and events. ……………...5 4 3 2 1 N/R c.Is courteous and receptive to public concerns, complaints and documents them for the affected department and Council review…………………………….5 4 3 2 1 N/R Comments: __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ ________________ *SECTION 4 AVERAGE:TOTAL SCORES DIVIDED BY *3 = *Do not count N/R scores in averages. 5.Goals set for the City Attorney: (established from the previous evaluation) ·Goal 1 Clerk’s Note: ·Goal 2 1.How will council score if goals were met if they don’t get any documentation on it ·Goal 3 prior? Goal 1 Identity a measurable component of the goal54321N/R (established from the previous evaluation) N/R = not rated Last Revised: 27 To be destroyed after __________ per Res/Ord/CCRoP/Code City of Seward City Clerk COUNCIL Evaluation Identity a measurable component of the goal54321N/R (established from the previous evaluation) G oal 2 Identity a measurable component of the goal 54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Goal 3 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) *SECTION5AVERAGE:TOTAL SCORES DIVIDED BY (TBD) = *Do not count N/R scores in averages. OVERALL GRADE COMBINE ALL AVERAGED SCORES ABOVE AND DIVIDE BY 5=____ GeneralComments: N/R = not rated Last Revised: 28 To be destroyed after __________ per Res/Ord/CCRoP/Code City of Seward City ClerkEvaluation Overall Tabulation Clerk’s Note: Council Evaluation Grade: 1.Currently the draft factors the goal score into the council evaluation, so these two elements are stricken. What is the AccomplishmentsGrade: preference of the council? Overall Evaluation Grade (average of the scores above): Comments: *Public Record to be maintained with Employee’s Criteria Form 29 Goals established for the upcoming year for the City Clerk: ·Goal 1 ·Goal 2 ·Goal 3 Goal 1 Identity a measurable component of the goal54321N/R Identity a measurable component of the goal54321N/R Goal 2 Identity a measurable component of the goal54321N/R Identity a measurable component of the goal54321N/R Goal 3 Identity a measurable component of the goal54321N/R Identity a measurable component of the goal54321N/R Jean Bardarson, MayorJohanna Kinney, City Clerk DateDate *Public Record to be maintained with Employee’s Criteria Form 30 City of Seward City Manager Evaluation Criteria There are many components to the city manager job. For the City of Seward, these primary areas of responsibility include: 1.Oversee the day-to-day operations of all municipal services a.Manage workforce and mediate personnel issues. b.Responsible for the management of all finances, budgets and investments of the city. c.Negotiate and/or review contracts and leases. d.Ensure daily operation of the city departments are within the goals set by the Council and the community. e.Ensures the enforcement of city codes and ordinances. f.Functions as the Incident Commander for major emergencies as detailed in the City's Emergency Operations Plan. g.Verbalandwritten communications are thoughtful, clearand to the point. 2.Oversee projects a.Facilitate project development, coordination and prioritization. b.Oversee all project implementation plans and budgets. c.Monitors and reports projects’ status and budget to Council in a timely manner. d.With the Finance Director,facilitates issuance of municipal bonds as required. e.Ensures contracts for projects are adhered to. 3.Maintain a good working relationship with the City Council a.Encourages rapport that facilitates trust and cooperation. b.Carries out directives of the body. c.Disseminates complete and accurate information equally to all members in a timely manner. d.Responds cooperatively to requests and advice. e.Supports the actions of the elected body, both inside and outside of the organization, after a decision has been reached. f.Works with Council to facilitate their thoughts and ideas into cohesive policy development 4.Represent the city on all technical matters with external agencies a.Actas lobbyist or coordinate with the City's lobbyist with state and federal legislators. b.Actas a point of contact with state and federal agencies. c.Representthe city with other municipalities and municipal groups. d.Whenrequested, coordinate public meetings with outside agencies or groups that may have an impact on the community. e.Skillfullyand favorably representstheCityto the press,radioandtelevision. 5.Maintain a positive relationship with the public a.Be available for public comments, issues or complaints. b.Coordinate resolution of public issues or concerns. c.Makes an appropriate effort to maintain citizen satisfaction with services. d.Is responsive to citizen requests for information in a timely manner. *Public Record to be maintained with Overall Evaluation Worksheet Last Revised:per Res/Ord/CCRoP/Code 31 City of Seward City Manager Evaluation Criteria e.Represents Council’s positions/policies accurately and effectively to the public. f.Acts as anactiveliaisonwith the business community toassistinmaintaining current businesses and strives to attract new businesses to the City. 6.Fiscal a.Manages the financialresources of the Cityto ensure the Citymaintains a sound financial condition. b.Has a sound approach to the budget preparation andreviewprocesses which aids Council in developing a realistic budget that is submitted on time. c.Effectiveincontrollingcosts through the economic utilization of manpower, materials,and equipment. d.Provides sufficient information on the current financial status of the City. e.Communicatesconcernsin a timely manner to the Council regardingissuesthatmay significantly affect the City fiscally in theforeseeablefuture. Goals set for the City Attorney: (established from the previous evaluation) ·Goal 1 {Clerk’s Note – optional} ·Goal 2 ·Goal 3 *Public Record to be maintained with Overall Evaluation Worksheet Last Revised:per Res/Ord/CCRoP/Code 32 City of Seward City Manager SELF Evaluation Circle the response that best reflects your personal observation with regards to each of the following. Scoring Key: 5Excellent 4 Above Average 3 Average 2Below Average 1Unacceptable N/R Not Rated (not included in tally) 1.Oversee the day-to-day operations of all municipal services a.Manage workforce and mediate personnel issues. ………………… ……………………………………………………...……….5 4 3 2 1 N/R b.Responsible for the management of all finances, budgets and investments of the city. …… ………………………………………………………..………..5 4 3 2 1N/R c.Negotiate and/or review contracts and leases. … ………………………………………………………..…………..5 4 3 2 1N/R d.Ensure daily operation of the city departments are within the goals set by the Council and the community. …………………………………..…………….5 4 3 2 1 N/R e.Ensures the enforcement of city codes and ordinances. ……...…….5 4 3 2 1 N/R f.Functions as the Incident Commander for major emergencies as detailed inthe City's Emergency Operations Plan. ……………………………..………...5 4 3 2 1N/R g.Verbalandwrittencommunications are thoughtful,clearand to the point……..5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 2.Oversee projects a.Facilitate project development, coordination and prioritization. …..5 4 3 2 1 N/R b.Oversee all project implementation plans and budgets. …………....5 4 3 2 1 N/R c.Monitors and reports projects’ status and budget to Council in a timely manner. ……………………………………………………………………….5 4 3 2 1N/R N/R = not rated 33 Last Revised: To be destroyed after per Res/Ord/CCRoP/Code City of Seward City Manager SELF Evaluation d.With the Finance Director facilitate issuance of municipal bonds as required. ………… ………………………………………………..…………..5 4 3 2 1N/R e.Ensures contracts for projects are adhered to. …..………………….5 4 3 2 1 N/R f.Works with Council to facilitate their thoughts and ideas into cohesive policy development…….………………………………………….................5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 3.Maintain a good working relationship with the City Council a.Encourages rapport that facilitates trust and cooperation. …….…...5 4 3 2 1 N/R b.Carries out directives of the body as a whole as opposed tothose of any one member or minority group. ……………………………………………….....5 4 3 2 1 N/R c.Disseminates complete and accurate information equally to all members in a timely manner. …………………………………………………..…………5 4 3 2 1 N/R d.Responds cooperatively to requests and advice. ………...…………5 4 3 2 1 N/R e.Supports the actions of the elected body, both inside and outside of the organization, after a decision has been reached. ………………………..………...5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 4.Represent the city on all technical matters with external agencies a.Actas lobbyist or coordinate with the City's lobbyist with state and federal legislators. ……………………………………………..…………...5 4 3 2 1 N/R b.Act as a point of contact with state and federal agencies. ………….5 4 3 2 1 N/R c.Representthe city with other municipalities and municipal groups. .5 4 3 2 1 N/R d.Whenrequested, coordinate public meetings with outside agencies or groups that may have an impact on the community. ………………...……………….5 4 3 2 1 N/R N/R = not rated Last Revised: 34 To be destroyed after per Res/Ord/CCRoP/Code City of Seward City Manager SELF Evaluation e.Skillfullyand favorably represents the Cityto the press,radioand television……………………………………………………………...5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 5.Maintain a positive relationship with the public a.Be available for public comments, issues or complaints. …...……..5 4 3 2 1N/R b.Coordinate resolution of public issues or concerns. ………………..5 4 3 2 1 N/R c.Makes an appropriate effort to maintain citizen satisfaction with services. …… ………………………………………………………………....5 4 3 2 1N/R d.Is responsive to citizen requests for information in a timely manner.5 4 3 2 1 N/R e.Represents Council’s positions/policies accurately and effectively to the public…………………………………………………...……………..5 4 3 2 1 N/R f.Acts as anactiveliaisonwith the business community toassistinmaintaining current businesses and strives to attract new businesses to the City…………..5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 6.Fiscal: a.Manages the financialresources of the Citytoensure the Citymaintains a sound financial condition …………………………………………………....5 4 3 2 1 N/R b.Has a sound approach to the budget preparation and reviewprocesses which aids Council in developing a realistic budget that is submitted on time…...5 4 3 2 1 N/R c.Effectivein controlling costs through the economic utilization of manpower, materials,and equipment……………………………………………...5 4 3 2 1 N/R d.Provides sufficient information on the current financial status of the City……………………………………………………………….…...5 4 3 2 1 N/R e.Communicates concerns in a timelymannerto the Council regardingissuesthat may significantly affect the City fiscally in theforeseeablefuture…...5 4 3 2 1 N/R N/R = not rated Last Revised: 35 To be destroyed after per Res/Ord/CCRoP/Code City of Seward City Manager SELF Evaluation Goals set for the City Manager: (established from the previous evaluation) ·Goal 1 ·Goal 2 ·Goal 3 Goal 1 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Goal 2 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Goal 3 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Clerk’s Note: 1.Does council want a place for the employee to list potential upcoming goals? 2.If council does not want to seethe employee self-evaluation prior to completing their evaluation, employee has no way to convey to the council how they felt they met these goals……or to explain any circumstances as to why they weren’t met……. N/R = not rated Last Revised: 36 To be destroyed after per Res/Ord/CCRoP/Code City of Seward City Manager COUNCIL Evaluation Circle the response that best reflects your personal observation with regards to each of the following. Scoring Key: 5Excellent 4 Above Average 3 Average 2Below Average 1Unacceptable N/R Not Rated (not included in tally) 1.Oversee the day-to-day operations of all municipal services a.Manage workforce and mediate personnel issues. ………………… ……………………………………………………...……….5 4 3 2 1 N/R b.Responsible for the management of all finances, budgets and investments of the city. …… ………………………………………………………..………..5 4 3 2 1N/R c.Negotiate and/or review contracts and leases. … ………………………………………………………..…………..5 4 3 2 1N/R d.Ensure daily operation of the city departments are within the goals set by the Council and the community. …………………………………..…………….5 4 3 2 1 N/R e.Ensures the enforcement of city codes and ordinances. ……...…….5 4 3 2 1 N/R f.Functions as the Incident Commander for major emergencies as detailed inthe City's Emergency Operations Plan. ……………………………..………...5 4 3 2 1N/R g.Verbalandwrittencommunications are thoughtful,clearand tothe point……………………………………………………………….…..5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ *SECTION1AVERAGE:TOTAL SCORES DIVIDED BY 7 = *Do not count N/R scores in averages. 37 N/R = not rated Last Revised: To be destroyed after per Res/Ord/CCRoP/Code City of Seward City Manager COUNCIL Evaluation 2.Oversee projects a.Facilitate project development, coordination and prioritization. …..5 4 3 2 1 N/R b.Oversee all project implementation plans and budgets. …………....5 4 3 2 1 N/R c.Monitors and reports projects’ status and budget to Council in a timely manner. ……………………………………………………………………….5 4 3 2 1N/R d.With the Finance Director facilitate issuance of municipal bonds as required. ………… ………………………………………………..…………..5 4 3 2 1N/R e.Ensures contracts for projects are adhered to. …..………………….5 4 3 2 1 N/R f.Works with Council to facilitate their thoughts and ideas into cohesive policy development…….………………………………………….................5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ *SECTION2AVERAGE:TOTAL SCORES DIVIDED BY 6 = *Do not count N/R scores in averages. N/R = not rated 38 Last Revised: To be destroyed after per Res/Ord/CCRoP/Code City of Seward City Manager COUNCIL Evaluation 3.Maintain a good working relationship with the City Council a.Encourages rapport that facilitates trust and cooperation. …….…...5 4 3 2 1 N/R b.Carries out directives of the body as a whole as opposed to those of any one member or minority group. ……………………………………………….....5 4 3 2 1 N/R c.Disseminates complete and accurate information equally to all members in a timely manner. …………………………………………………..…………5 4 3 2 1 N/R d.Responds cooperatively to requests and advice. ………...…………5 4 3 2 1 N/R e.Supports the actions of the elected body, both inside and outside of the organization, after a decision has been reached. ………………………..………...5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ *SECTION3AVERAGE:TOTAL SCORES DIVIDED BY 5 = *Do not count N/R scores in averages. 4.Represent the city on all technical matters with external agencies a.Actas lobbyist or coordinate with the City's lobbyist with state and federal legislators. ……………………………………………..…………...5 4 3 2 1 N/R b.Actas a point of contact with state and federal agencies. ………….5 4 3 2 1 N/R c.Representthe city with other municipalities and municipal groups. .5 4 3 2 1 N/R d.Whenrequested, coordinate public meetings with outside agencies or groups that may have an impact on the community. ………………...……………….5 4 3 2 1 N/R e.Skillfullyand favorably represents the Cityto the press,radioand television……………………………………………………………...5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ *SECTION4AVERAGE:TOTAL SCORES DIVIDED BY 5 = *Do not count N/R scores in averages. N/R = not rated 39 Last Revised: To be destroyed after per Res/Ord/CCRoP/Code City of Seward City Manager COUNCIL Evaluation 5.Maintain a positive relationship with the public a.Be available for public comments, issues or complaints. …...……..5 4 3 2 1N/R b.Coordinate resolution of public issues or concerns. ………………..5 4 3 2 1 N/R c.Makes an appropriate effort to maintain citizen satisfaction with services. …… ………………………………………………………………....5 4 3 2 1N/R d.Is responsiveto citizen requests for information in a timely manner.5 4 3 2 1 N/R e.Represents Council’s positions/policies accurately and effectively to the public…………………………………………………...……………..5 4 3 2 1 N/R f.Acts as anactiveliaisonwith the business community toassistinmaintaining current businesses and strives to attract new businesses to the City…………..5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ *SECTION5AVERAGE:TOTAL SCORES DIVIDED BY 6 = *Do not count N/R scores in averages. 40 N/R = not rated Last Revised: To be destroyed after per Res/Ord/CCRoP/Code City of Seward City Manager COUNCIL Evaluation 6.Fiscal: a.Manages the financialresources of the Citytoensure the Citymaintains a sound financial condition …………………………………………………....5 4 3 2 1 N/R b.Has a sound approach to the budget preparation and reviewprocesses which aids Council in developing a realistic budget that is submitted on time…...5 4 3 2 1 N/R c.Effect ivein controlling costs through the economic utilization of manpower, materials,and equipment……………………………………………...5 4 3 2 1 N/R d.Provides sufficient information on the current financial status of the City……………………………………………………………….…...5 4 3 2 1 N/R e.Commun icates concerns in a timelymannerto the Council regardingissuesthat may significantly affect the City fiscally in theforeseeablefuture…...5 4 3 2 1 N/R Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ *SECTION6AVERAGE:TOTAL SCORES DIVIDED BY 5 = *Do not count N/R scores in averages. 7.Goals set for the City Attorney: (established from the previous evaluation) ·Goal 1 Clerk’s Note: ·Goal 2 1.How will council score if goals were met if they don’t get any documentation on it ·Goal 3 prior? Goal 1 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Goal 2 54321N/R Identity a measurable component of the goal N/R = not rated 41 Last Revised: To be destroyed after per Res/Ord/CCRoP/Code City of Seward City Manager COUNCIL Evaluation (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) Goal 3 Identity a measurable component of the goal54321N/R (established from the previous evaluation) Identity a measurable component of the goal54321N/R (established from the previous evaluation) *SECTION7AVERAGE:TOTAL SCORES DIVIDED BY (TBD) = *Do not count N/R scores in averages. OVERALL GRADE COMBINE ALL AVERAGED SCORES ABOVE AND DIVIDE BY 7=___ GeneralComments: N/R = not rated Last Revised: 42 To be destroyed after per Res/Ord/CCRoP/Code City of Seward City Manager Evaluation Overall Tabulation Clerk’s Note: Council Evaluation Grade: 1.Currently the draft factors the goal score into the council evaluation, so these two elements are stricken. What is the AccomplishmentsGrade: preference of the council? Overall Evaluation Grade (average of the scores above): Comments: *Public Record to be maintained with Employee’s Criteria Form 43 Goals established for the upcoming year for the City Manager: ·Goal 1 ·Goal 2 ·Goal 3 Goal 1 Identity a measurable component of the goal54321N/R Identity a measurable component of the goal54321N/R Goal 2 Identity a measurable component of the goal54321N/R Identity a measurable component of the goal54321N/R Goal 3 Identity a measurable component of the goal54321N/R Identity a measurable component of the goal54321N/R Jean Bardarson, MayorJim Hunt, City Manager DateDate *Public Record to be maintained with Employee’s Criteria Form 44