City of Georgetown, Texas City Manager Performance Evaluation September 2011
PURPOSE In order to establish and maintain effective City Council and City Manager relations, it is essential that the City Council establish an ongoing evaluation process that offers an opportunity for each party to review the performance of the City Manager. This evaluation should focus on how effectively the City Manager is accomplishing the goals established by the City Council and how the responsibilities in key performance areas are being carried out. Specifically, the evaluation should serve the following needs: 1. Allow the City Manager and the City Council to test, identify, and refine their respective roles, relationships, and expectations of responsibilities to each other. 2. Allow discussion of the City Manager's strengths and opportunity areas as demonstrated by past performance with the objective of increasing the City Manager's effectiveness; that is, give the City Council the opportunity to provide positive feedback in areas that have been handled well and to clarify areas where the City Manager could become more effective through improved performance.
PROCESS
This process will begin in March each year and will be conducted online through Survey Monkey or some other similar online assessment tool. (The forms attached are for review purposes only) 1. Beginning in March before the April evaluation with Council is scheduled; the City Manager shall complete the City Manager's Self-Evaluation. 2. Additionally, those City Staff members that directly report to the City Manager and/or those City Staff designated by the Mayor, shall complete the Staff Evaluation. 3. At least 2 weeks prior to the Council evaluation, each Councilmember will be provided with a copy of the completed City Manager's Self-Evaluation Form and summary of Staff Evaluation, with all included comments. 4. Each Councilmember, and the Mayor, shall complete the City Council Evaluation 5. Prior to the executive session evaluation meeting, the composite evaluations of the Mayor and City Council, and City Staff along with the City Manager's Self-Evaluation shall be distributed to the City Council. 6. The Mayor and City Council shall meet with the City Manager in executive session to jointly review the evaluations. 7. The Mayor and City Council shall establish the operating ground rules prior to the executive session evaluation meeting including, but not limited to, such considerations as location, time, or time considerations for any particular subject matter. 8. The Mayor shall consolidate the agreed upon goals/priorities into an executive summary document that shall be used as the foundation for the next year’s evaluation. 9. The evaluation shall occur in April of each year, except that the City Council may require an additional evaluation at any time during the year.
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CITY MANAGER SELF - EVALUATION FORM The response to the questions on this form should be completed and provided to the Mayor one month prior to the City Council's evaluation of the City Manager. Additional pages may be added as needed. Your comments on these self-evaluation questions will be attached to the performance evaluation. 1. What progress have you made in accomplishing the Council mandated goals?
2. In the absence of Council mandated goals and objectives, what goals have you set and what progress have you made in accomplishing these goals?
3. What other job-related accomplishments have you had that were not part of the goals set at your last evaluation?
4. What obstacles or setbacks did you encounter during the year?
5. What do you see as your major goals for this next evaluation period?
6. What can the Council do to help you accomplish these goals?
7. What suggestions do you have for improving the effectiveness between you and the Council?
8. Do you have specific training needs, which the Council can facilitate, and how will these needs help you in meeting your goals?
9. Are there any other issues or comments you wish to share?
City Manager's Signature ___________________________________________ Date _______________ Page 1 of 1 - City Manager Self-Evaluation Form
GEORGETOWN CITY STAFF FORM - CITY MANAGER EVALUATION The response to the questions on this form should be completed and provided to the Mayor no later than one month prior to the City Council's evaluation of the City Manager. Additional pages may be added as needed. In the space provided, please use the above key to give us feedback on the degree to which the City Manager demonstrates the following behaviors: Key:
1=Always
2=Almost Always
3=Sometimes
4=Rarely
5=Never
_____ gives clear directions and instructions _____ plans, organizes, and monitors staff schedules and workloads so that adjustments can be made when necessary _____ understands my job _____ gives timely feedback on my performance _____ gives constructive feedback on my performance _____ delegates duties and responsibilities based on my skills _____ involves me in identifying and solving problems _____ encourages creativity and innovation _____ fosters an environment, which supports constructive risk taking _____ is open to alternative strategies, methods, and/or techniques for achieving results _____ respects an individual's method to achieve results (as long as the methods do not conflict with city policy) _____ holds me responsible for my performance _____ seems to hold others responsible for their performance _____ supports City Council goals, objectives, and adopted policies _____ effectively utilizes the available resources _____ emphasizes quality customer service as a top priority _____ recognizes staff who provide good customer service _____ makes decisions, which are consistent with city policy and values _____ is accessible, visible, and available _____ is a good listener _____ promotes a two-way flow of information and communication _____ is responsive and flexible in addressing my concerns _____ explains the reasons for decisions made _____ communicates effectively - verbally _____ communicates effectively in writing _____ reacts calmly and appropriately to situations _____ is honest _____ treats individuals with respect and dignity _____ resolves work conflicts _____ acts to achieve a non-discriminatory and harassment-free work environment _____ seeks objective solutions to problems _____ is fair and equitable _____ sets an example/model commitment to the city's values _____ provides recognition and positive reinforcement _____ makes personnel decisions based on equity and fairness _____ demonstrates personal commitment to teamwork _____ is sensitive to cultural differences Page 1 of 2 - City Staff Form - City Manager Evaluation
City Staff Form - City Manager Evaluation Scoring Cont'd Key:
1=Always
2=Almost Always
3=Sometimes
4=Rarely
5=Never
_____ effectively uses my skills and talents to accomplish the work in our office _____ knows my career goals _____ helps identify the training I need to improve my skills _____ assists in obtaining the training or opportunities I need to improve my skills _____ has sufficient technical expertise to assist in solving work-related problems _____ makes periodic visits to my office _____ keeps me informed on city initiatives, directions, and policies _____ makes individuals feel a part of the City of Georgetown team
A.
Strengths: Based upon your overall evaluation, what areas would you consider as the City Manager’s strong points as a City Manager?
B.
Improvements Suggested: Based upon your evaluation, what areas would you suggest the City manager work on to improve their skills and to be more effective in specific areas or situations?
Date: ____________________________________
Page 1 of 2 - City Staff Form - City Manager Evaluation
CITY COUNCIL FORM - CITY MANAGER EVALUATION The response to the questions on this form should be completed and provided to the Mayor no later than two weeks prior to the City Council's evaluation of the City Manager. Additional pages may be added as needed. Each member of the City Council should complete the form, sign, and forward it to the Mayor who will be responsible for compiling the comments. The forms and accompanying summary shall then be presented to the City Manager and become a part of the permanent file. QUESTIONS 1. Accomplishments: Has the City Manager accomplished or worked toward accomplishing the goals established by the City Council? Please explain.
What has been the City Manager's most important accomplishments this year?
2. Strengths: Based upon your evaluation, what areas would you list as the City Manager’s strong points as a City Manager?
3. Improvements: Based upon your evaluation, in what specific areas or situations can you offer constructive, yet positive ideas, to the City Manager to work on to improve their skills to be more effective in their performance.
What impressed you the most about the City Manager's performance this year? In what area has the City Manager shown exceptional improvement?
4. Goals for the next year: What are the major goals and priorities on which the City Manager needs to focus in the coming year?
5. Concerns: What is your major area of concern regarding the City Manager's performance this last year?
6. Comments: Do you have any additional comments regarding your City Manager that have a bearing on the evaluation?
Page 1 of 3 - City Council Form - City Manager Evaluation
CITY COUNCIL FORM - CITY MANAGER EVALUATION CHECKLIST
This area of the evaluation form shall be used by each member of the City Council to evaluate the City Manager's performance in fulfilling each of the roles played in the city's government. The City manager is graded 1 - 5, with the following scale: 1 = Does not Meet Expectations 2 = Needs Improvement 3 = Meets Expectations 4 = Exceeds Expectations 5 = Outstanding N/A = Not enough information to evaluate A.
Personal _____ Invests sufficient efforts toward being diligent and thorough in the discharge of duties. _____ Composure, appearance, and attitude fitting for an individual in their executive position. _____ Treats public and staff with professional courtesy.
B.
Professional Skills and Status _____ Knowledgeable of current developments affecting the management field. _____ Has a capacity for innovation and new ideas. _____ Anticipates problems and develops effective approaches for solving them in a proactive fashion. _____ Willing to consider new ideas proposed by council members or staff.
C.
Relations with City Council _____ Carries out directives of the City Council as a whole rather than those of any one councilmember. _____ Assists the City Council in resolving problems at the administrative level to avoid unnecessary City Council action. _____ Assists the City Council in establishing policy while acknowledging the ultimate authority of the City Council. _____ Responds to the requests for information or assistance by the City Council. _____ Informs the City Council of administrative decisions. _____ Receptive to constructive criticism and advice.
D.
Policy Execution _____ Implements City Council action in accordance with the intent of the City Council. _____ Supports the actions of the City Council after a decision has been reached. _____ Enforces city policies. _____ Understands city's laws and ordinances. _____ Reviews enforcement procedures periodically to improve effectiveness. _____ Offers workable alternatives to the City Council for changes in the law when an ordinance or policy proves impractical in actual administration.
E.
Reporting _____ Provides the City Council with reports concerning matters of importance to the city. _____ Reports are accurate and comprehensive. _____ Reports are generally produced through own initiative rather than when requested by the City Council. _____ Prepares a sound agenda, which prevents trivial, administrative matters from being reviewed by the City Council. Page 2 of 3 - City Council Form - City Manager Evaluation
CITY COUNCIL FORM - CITY MANAGER EVALUATION CHECKLIST - continued
The City manager is graded 1 - 5, with the following scale: 1 = Does not Meet Expectations 2 = Needs Improvement 3 = Meets Expectations 4 = Exceeds Expectations 5 = Outstanding N/A = Not enough information to evaluate F.
Citizen Relations _____ Accommodates complaints from citizens. _____ Dedicated to the community and to its citizens. _____ Skillful with the news media - avoiding political positions and partisanship. _____ Has the capacity to listen to others and to recognize their interest - works well with others. _____ Willing to meet with citizens and members of the community and discuss their concerns. _____ Cooperates with neighboring communities. _____ Cooperates with the county, state and federal governments. _____ Cooperates with the governmental units within the city such as city boards, commissions and the school board. _____ Responds to customer issues in a timely manner.
G.
Staffing _____ Recruits and retains competent personnel for city positions. _____ Aware of weak or inefficient administrative personnel and works to improve their performance. _____ Committed to the City Council's Equal Employment Opportunity policy. _____ Accurately informed and concerned about employee compensation, benefits, promotions, and pensions. _____ Impartially administers the merit system.
H.
Supervision _____ Encourages department heads to make decisions within their own jurisdictions without City Manager approval, yet maintains general control of administrative operations. _____ Instills confidence and initiative in subordinates and emphasizes support rather than restrictive controls for their programs. _____ Has developed a friendly and informal relationship with the work force as a whole, yet maintains the prestige and dignity of the City Manager's office. _____ Evaluates and works to develop employees.
I.
Fiscal Management _____ Prepares a balanced budget to provide services at a level intended by the City Council. _____ Makes the most efficient use of available funds, conscious of the need to operate the city efficiently and effectively. _____ Prepared budget in an intelligible format.
City Council member Signature __________________________________________ Date: ____________ Page 3 of 3 - City Council Form - City Manager Evaluation
