HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 10/21/2014 - RESOLUTION 2014-096 ADOPTING AN UPDATED PROCESS FAgenda Item 14
Item # 14 Page 1
AGENDA ITEM SUMMARY October 21, 2014
City Council
STAFF
Janet Miller, Human Resources Director
SUBJECT
Resolution 2014-096 Adopting an Updated Process for City Council Evaluation of the Performance of the City
Manager, City Attorney and Municipal Judge.
EXECUTIVE SUMMARY
The purpose of this item is to modify the performance evaluation process for the City Manager, City Attorney
and Municipal Judge (Employees) to allow for flexibility in the methods used to gather input from
Councilmembers for the annual performance review and to remove the requirement for a separate meeting
with the Mayor, Mayor Pro Tem and each Employee to discuss the Employee’s compensation and benefits.
STAFF RECOMMENDATION
Staff recommends adoption of the Resolution.
BACKGROUND / DISCUSSION
Each year, Council conducts a formal performance evaluation of the City Manager, City Attorney and Municipal
Judge (Employees). The current process is outlined in Resolution 2012-091 and requires that a “form” be
developed and distributed to Councilmembers, that the “form” be returned to the Human Resources Director
and summarized prior to the performance evaluation discussion with each Employee.
The proposed modification to the process used by the City Manager and City Attorney allows for a designated
facilitator to interview each Councilmember, gather input and provide a summary report to all Councilmembers
and to the City Manager and the City Attorney.
Additionally, it eliminates the requirement that the Mayor and Mayor Pro Tem hold a separate meeting to
discuss compensation and benefits with the Employees prior to Council’s discussion of these items.
Finally, this Resolution removes specific reference to the Human Resources “Director” as the individual who
provides support throughout this process and changes this reference to the Human Resources “Department”.
This allows appropriate staff within the department to assist with this process.
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RESOLUTION 2014-096
OF THE COUNCIL OF THE CITY OF FORT COLLINS
ADOPTING AN UPDATED PROCESS FOR CITY COUNCIL
EVALUATION OF 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 City 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 City Council meets with these employees semi-annually in executive
session to review their performance; and
WHEREAS, the more formal review of these employees’ performance (the “Annual
Review”) takes place in November of each year; and
WHEREAS, the City Council has by resolution developed and approved a process for
conducting the annual reviews, which Council has from time to time updated and revised; and
WHEREAS, the City Council wishes to supersede all prior resolutions establishing such
review procedures, and adopt the procedures set forth below, which revise that process to allow
the use of facilitation services to assist with the gathering and exchange of information related to
the Annual Reviews.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
FORT COLLINS that the annual, formal evaluation of the City Manager, City Attorney and
Municipal Judge shall be conducted in accordance with the following guidelines:
Section 1. The annual, formal evaluation of the City Manager and City Attorney (the
“Employees”) shall be conducted as follows:
A. Each year, a form for evaluation of each Employee’s performance, based on the
Employee’s job duties, shall be prepared by the Human Resources
DirectorDepartment in consultation with the Mayor, Mayor Pro Tem and the
Employees. That form shall be distributed to each Councilmember no less than
twenty (20) days prior to the date of the Employee's annual review. Alternatively,
if the Employee has designated a facilitator to assist with the review process, the
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Employee shall work with the facilitator to prepare questions to be used as the
basis for the facilitator’s interview with each Councilmember, which questions
shall be provided to each Councilmember no less than twenty (20) days prior to
the date of the Employee’s annual review.
B. Not later than twenty (20) days prior to the annual review, the Employees shall
provide their self-evaluations and additional information they may consider
appropriate to the Council. with their self-evaluations, using the form that has
been provided to Councilmembers, together with such additional information as
they may consider appropriate, and The Employees shall also provide their
compensation requests for the ensuing year and any proposed contract revisions.
C. No later than ten (10) days prior to the annual review, all Councilmembers shall
submit completed evaluation forms to the Human Resources DirectorDepartment.
Alternatively, if the Employee has designated a facilitator to assist with the
review process, the facilitator shall meet with each Councilmember individually
to obtain evaluation input, to allow for completion of a summary report.
D. Not later than five (5) days prior to the annual review, the Human Resources
DirectorDepartment or designated facilitator, if applicable, shall distribute to all
Councilmembers and the appropriate Employee: (1) copies of each completed
evaluation form; (2) a composite of all such forms; and (3) any additional
information requested by a Councilmember or considered pertinent information
regarding the total compensation paid to the persons holding comparable positions
of employment in other comparable Colorado Front Range cities; and (4) any
other information that may be considered pertinent by the Human Resources
DirectorDepartment, the designated facilitatorCouncil or the Employees.
E. Prior to Council’s discussion of the proposed compensation and benefits of the
Employees, the Mayor and Mayor Pro Tem shall meet with each Employee to
discuss the Employee’s compensation request.
F. Any change in the compensation of the Employees for the ensuing calendar year
shall be approved by the Council by ordinance. That ordinance shall be adopted
by the Council in sufficient time for the change in compensation to take effect as
of the first full pay period of the ensuing year. In the event that the Council and
either Employee agree upon any revisions to the Employee’s employment
contract for the ensuing year, a resolution approving such revision(s) shall be
adopted upon first or second reading of the ordinance.
GF. All Councilmembers, irrespective of their evaluation of the Employees, are
encouraged to meet individually with the Employees to discuss their performance.
Section 2. The annual, formal evaluation of the Municipal Judge shall be conducted
in accordance with the following guidelines:
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A. A form for evaluation of the Municipal Judge’s performance shall be prepared by
the Human Resources DirectorDepartment in consultation with the Mayor, Mayor
Pro Tem and Municipal Judge and distributed to each Councilmember no less
than twenty (20) calendar days prior to the Municipal Judge’s annual review. The
form shall address the Municipal Judge’s judicial duties, administrative duties and
Liquor Licensing Authority duties.
B. On or before October 15 of each year in which the Municipal Judge is requesting
reappointment, Municipal Court prosecutors, defense attorneys who have worked
on Municipal Court cases, and attorneys who have appeared at Liquor Licensing
Authority meetings shall be provided with copies of an evaluation form and asked
to evaluate the performance of the Municipal Judge. The form shall be prepared
by the Municipal Judge and the Human Resources DirectorDepartment in
consultation with the Mayor and Mayor Pro Tem. 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.
C. Not later than twenty (20) days prior to the annual review, the Municipal Judge
shall provide to the City Council a self-evaluation containing such information as
he or she may consider appropriate, together with his or her compensation request
for the ensuing year and any proposed contract revisions.
D. Not later than ten (10) days prior to the annual review of the Municipal Judge, all
completed evaluation forms and supplemental materials referenced in Section A
and B above shall be submitted to the Human Resources DirectorDepartment for
distribution to the Council and the Municipal Judge together with: (1) a composite
of the forms completed by the Councilmembers; (2) pertinent information
regarding the total compensation paid to the municipal judges of other
comparable Colorado Front Range cities; and (3) any other information that may
be considered pertinent by the Human Resources DirectorDepartment, the
Council or the Municipal Judge.
E. Throughout each year, “customer comment” 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 for this purpose shall be prepared by the
Municipal Judge in consultation with the Human Resources DirectorDepartment,
Mayor and Mayor Pro Tem. All persons completing such forms shall be asked to
sign their names if they wish to have their comments forwarded to the City
Council for its use in reviewing the performance of the Municipal Judge. They
shall also be told that the Human Resources DirectorDepartment 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 on a quarterly basis.
At the same time, the Municipal Judge shall receive a composite of the ratings
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and comments contained in such forms, together with the names of the persons
submitting the forms.
F. Prior to Council’s discussion of the proposed compensation and benefits of the
Employees, the Mayor and Mayor Pro Tem shall meet with the Municipal Judge
to discuss the Judge’s compensation request.
G. Any change in the compensation of the Municipal Judge for the ensuing calendar
year shall be approved by the Council by ordinance. That ordinance shall be
adopted by the Council in sufficient time for the change in compensation to take
effect as of the first full pay period of the ensuing year. In the event that the
Council and the Municipal Judge agree upon any revisions to the Municipal
Judge’s employment contract for the ensuing year, a resolution approving such
revision(s) shall be adopted upon first or second reading of the ordinance.
HG. 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.
Passed and adopted at a regular meeting of the Council of the City of Fort Collins this
21st day of October, A.D. 2014.
_________________________________
Mayor
ATTEST:
_____________________________
City Clerk