Loading...
HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 10/17/2000 - RESOLUTION 2000-123 ESTABLISHING A PROCESS FOR EVA AGENDA ITEM SUMMARY ITEM NUMBER: 27 FORT COLLINS CITY COUNCIL DATE: October 17, 2000 STAFF: Steve Roy SUBJECT: Resolution 2000-123 Establishing a Process for Evaluating the Performance of the City Manager, City Attorney and Municipal Judge. RECOMMENDATION: Staff and the Governance Committee recommends adoption of the Resolution. EXECUTIVE SUMMARY: The Council Governance Committee has met on three occasions with the City Manager, City Attorney and Municipal Judge to discuss the process for performing the annual performance evaluation of these employees. The Governance Committee and these three employees have recommended to the Council the adoption of this Resolution which would standardize the process for conducting these evaluations. BACKGROUND: Under the City Charter,the City Manager,City Attorney and Municipal Judge are appointed by the City Council and are subject to the supervision of the Council. Historically, the Council has conducted two performance reviews each year of these employees. The first, which is conducted in midsummer, is an informal review. The second, which is conducted each fall, is a more formal review. During the course of Council's discussions with the employees each fall, compensation requests of the employees are also considered by the Council, as well as any proposed contract revisions. The Council Governance Committee has recently met with the City Manager, City Attorney and Municipal Judge to discuss the process for conducting their performance reviews and determining their compensation,and the following joint recommendations have emerged from those discussions: ♦ Since Councilmembers have occasion to interact on a regular basis with the City Manager and City Attorney,and to receive feedback from the community on the performance of these employees,formal written input from selected community members and employees need not be included as a part of the annual review process. ♦ The employees should be provided a copy of each Councilmember's written evaluation, as well as the composite form. DATE: October 17, 2000 2 ITEM NUMBER: 27 ♦ All Councilmembers should be encouraged to meet with the employees as well. ♦ Because the Council seldom has the opportunity to observe the performance of the Municipal Judge,it is helpful for all employees of the Municipal Court and municipal court prosecutors to participate in the Municipal Judge'sperformance review in those years when the Judge is seeking reappointment. In addition, evaluation forms should be made available to all defendants, prosecution and defense witnesses, attorneys and other participants in the Municipal Court and liquor licensing processes. ♦ Compensation and contract revision requests should be submitted in advance of the performance reviews. Information regarding comparable salaries and benefits in other Front Range cities should be provided to the Council by mid-October of each year. The proposed Resolution would spell out the steps for evaluating each of these employees and would establish time frames to ensure that the evaluations are completed in a timely fashion. Because the processes for the Municipal Judge differ significantly from the process for the City Manager and City Attorney, the Resolution has been divided into two sections. RESOLUTION 2000-123 OF THE COUNCIL OF THE CITY OF FORT COLLINS ESTABLISHING A PROCESS FOR EVALUATING THE PERFORMANCE OF THE CITY MANAGER, CITY ATTORNEY AND MUNICIPAL JUDGE WHEREAS, the City Manager, City Attorney and Municipal Judge are appointed by the City Council under the provisions of the City Charter; and WHEREAS,the Municipal Judge is appointed for a two-year term,and the City Manager and City Attorney serve terms of indefinite duration; and WHEREAS, the Council is responsible for supervising the performance of all three of these employees and fixing their compensation; and WHEREAS,it is essential that these employees perform their duties with integrity,professionalism and effectiveness; and WHEREAS,the Council meets with these employees semi-annually in executive session to review their performance, with the more formal review taking place in November of each year; and WHEREAS, the Council wishes to standardize the process for conducting these annual • performance reviews,and to adopt procedures that will help ensure a fair and unbiased evaluation of the employees'performance. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: Section 1. That the annual, formal evaluation of the City Manager and City Attorney (the "Employees") shall be conducted in accordance with the following guidelines: A. A written evaluation of each Employee's performance shall be completed by all councilmembers on forms prepared by the Director of Human Resources in consultation with the Mayor,Mayor Pro Tern and the affected Employee. The form completed by each councilmember shall be provided to the affected Employee and to each member of the Council, together with a composite of all such completed forms. B. The Employees shall provide to the City Council self-evaluations containing such information as they may consider appropriate. C. No later than October 31 of each year, all completed evaluation forms and supplemental materials referenced in Section A and B above shall be submitted to the Human Resources Director for distribution to the Council and the affected Employee. • D. All councilmembers, irrespective of their evaluation of the Employees,are encouraged to meet individually with the Employees to discuss their performance. E. On or before October 15 of each year,the Human Resources Director shall provide to the Council and each Employee pertinent information regarding the total compensation paid to the persons holding comparable positions of employment in other comparable Colorado Front Range cities, together with any other information that may be considered pertinent by the Council or the Employees. Prior to their evaluations,the Employees shall provide to the Council their compensation requests for the ensuing year,together with any proposed contract revisions. F. No later than the second regular Council meeting in November of each year, the Council shall consider on first reading an ordinance setting the salaries of the Employees for the ensuing year. The ordinance shall be adopted on second reading,together with a resolution addressing any revisions to the Employees'contracts for the ensuing year,no later than the first meeting in December. Section 2. That the annual, formal evaluation of the Municipal Judge shall be conducted in accordance with the following guidelines: A. A form for evaluation of the Municipal Judge's performance shall be prepared by the Human Resources Director in consultation with the Mayor,Mayor Pro Tern and Municipal Judge and distributed to each councilmember on or before October 15 of each year. The form shall address the Municipal Judge's judicial duties,administrative duties and Liquor Licensing Authority duties. The forms completed by each councilmember shall be provided to the Municipal Judge and to each member of the Council, together with a composite of all such completed forms. If an individual councilmember believes that he or she is not sufficiently familiar with the Municipal Judge's performance to evaluate that performance, the councilmember need not fill out an evaluation form. B. The Municipal Judge shall provide to the City Council a self-evaluation containing such information as he or she may consider appropriate. C. On or before October 15 of each year in which the Municipal Judge is requesting reappointment, all employees of the Municipal Court and all municipal court prosecutors shall be provided with copies of the evaluation forms referenced in Section A above and asked to evaluate the performance of the Municipal Judge. A copy of each signed, completed form shall be provided to the City Council, together with any supplemental information provided by the persons completing the forms. The names of all persons submitting completed forms shall be provided to the Municipal Judge, together with a composite of the ratings and comments on the completed forms. 2 D. No later than October 31 of each year, all completed evaluation forms and supplemental materials in Section A through C above shall be submitted to the Human Resources Director for distribution to the Council and the Municipal Judge. E. Evaluation forms shall also be made available, through means recommended by the Municipal Judge, to defendants, prosecution and defense witnesses, attorneys and other participants in the Municipal Court and liquor licensing processes. The forms shall be prepared by the Municipal Judge in consultation with the Human Resources Director, Mayor and Mayor Pro Tem. All persons completing evaluation forms shall be required to sign their names and shall be told that the Human Resources Director and the members of the City Council will be provided with copies of their signed, completed forms, and that the Municipal Judge will receive a composite of all completed forms, together with the names of those persons submitting the forms. A copy of each signed,completed form shall be provided to the City Council no more than thirty(30)days after the receipt of each such form by the city employee to whom the form is submitted. At the same time,the Municipal Judge shall receive a composite of the ratings and comments contained in such forms, together with the names of the persons submitting the forms. F. All councilmembers, irrespective of their evaluation of the Municipal Judge, are encouraged to meet individually with the Municipal Judge to discuss the Municipal Judge's performance. G. On or before October 15 of each year, the Human Resources Director shall provide to the Council and the Municipal Judge pertinent information regarding the total compensation paid to the municipal judges of other comparable Colorado Front Range cities, together with any other information that may be considered pertinent by the Council or the Municipal Judge. Prior to his or her evaluation, the Municipal Judge shall provide to the Council his or her compensation request for the ensuing year, together with any proposed contract revisions. H. No later than the second regular Council meeting in November of each year, the Council shall consider on first reading an ordinance setting the salary of the Municipal Judge for the ensuing year. The ordinance shall be adopted on second reading,together with a resolution addressing any revisions to the Municipal Judge's contract for the ensuing year, no later than the first meeting in December. 2000. Passed and adopted at a regular meeting of the City Council held this 17th day of October, A.D. ATTEST: Mayor City Clerk 3