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HomeMy WebLinkAboutMemo - Mail Packet - 9/27/2022 - Memorandum From Teresa Roche Re: Preparation For September 27 Annual Performance Review Workshop Human Resources Department 215 N. Mason, 2nd Floor Fort Collins, CO 80522 970.221.6535 Date: September 21, 2022 To: Mayor and City Councilmembers From: Teresa Roche, Human Resources CC: Rupa Venkatesh, Assistant City Manager Sarah Kane, Executive Assistant, City Council RE: Preparation for September 27 Session 4:00 to 5:30pm ___________________________________________________________________ I hope all are well. This memo provides context and content for next Tuesday ’s Council session in the Colorado River Room. The intention of the session is to discuss and decide on the aligned approach you want for the annual performance review process for your three employees this fall. Attached are: • A document highlighting the Council Compensation Committee discussion on what they suggested should continue and change in the process. At the top of page two, you will read the guidance on selecting a new consultant for the Council. o A new RFP was done, and ILG’s Strategic Services from Denver was chosen. They have extensive experience working in the public sector with organizations such as the City of Denver, Adams County, Colorado State University, Colorado Legislature, Colorado Judicial Branch, City of Brighton, and the Town of Timnath and specific expertise in working with elected officials to evaluate their employees. References were done with Timnath and Brighton, and all feedback was positive. • The outline created by ILG’s Jen Volmer and Anne McCord for September 27. It was requested that they come prepared with a suggested process for you to react to, and they want to emphasize that the outcome will reflect your intentions. • ILG’s slides for the session. • For reference only, a copy of Resolution 2019-099 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 Chief Judge And Establishing Benchmark Cities. I want to thank the Council Compensation Committee for their continued partnership and counsel. If you have any questions, please let me know. I am back at Purdue until Saturday evening for a board I serve on, and you can reach me on my mobile at 970-481-3754. TR 1 Council Compensation Committee Feedback • Frequency and timeline of performance discussions in 2023. • There was an agreement to schedule a performance dialogue two times a year. • The biggest concern is when a new Council comes on board during an election year; it is challenging to do an evaluation mid-year. This concern may be moot if the timing of the election changes to November. If not, more must be done in onboarding to prepare new Councilmembers. • There is not an expressed need to act on the earlier thought about quarterly check-ins as Councilmembers meet at least monthly with the City Manager and City Attorney. The reports from the Chief Judge provide relevant information to the Council. • Use a facilitator to interview the Council and write the annual performance summaries for two or all three employees. • There was an agreement to work with a facilitator, and the following ideas were shared: • Councilmember Peel suggested we begin with a few open-ended questions before the specific questions are asked, such as: what is your feedback in general, and what concerns might you have? She also questioned the possibility of a survey with ratings so the Council could see emerging trends—a best of both worlds of dialogue and a survey to get a fuller view that their employees could also complete. • Councilmember Pignataro and Gutowsky suggested we consider a different facilitator. • Councilmember Pignataro wondered about the possibility of the ratings being done by each Councilmember yet not shared. • There was an agreement to ask the chosen facilitator to offer ideas, including a dialogue on which questions to ask for the evaluation. • There was a discussion about the pros and cons of finding a local facilitator. • There was support for having a facilitator for the annual evaluation dialogue session. • Discussion on what materials their employees should prepare for the mid-year and annual evaluations. • Councilmember Gutowsky stated that what is happening now is great. • Councilmember Pignataro agreed and said, “less is more.” • Councilmember Peel said a self-rated survey would be helpful in addition to the summary and suggested limiting the evaluation questions to five. • What else do Councilmembers need to evaluate the performance of your employees and coach and develop them? • There was an agreement to schedule a development session on how to give feedback and coach others before November, making it optional to attend. • There was a strong sentiment expressed to build more into the onboarding process for Councilmembers, such as providing a position description and other information from the three employees. There was a suggestion to have an onboarding session focusing on evaluation methods for Councilmembers. 2 • What should we consider in the RFP? • Professionalism—writes well with no grammar or spelling errors • Fair • Municipal experience a plus • Confidentiality • Consultant has the capacity to do the work well and not be rushed. • An area of expertise; has done this before. • 360 reviews as a consideration—would provide a more balanced perspective and give great insight. PFA and PRPA do this. Start with direct reports first, possible expansion with community partners in the future. Consider the number asked to ensure you have a broad pool. Use an online tool and include open-ended questions. • Are there other ways to evaluate the Judge in other municipalities? • Other Discussion Items: • Market analysis of the employees’ pay ranges and discussion of merit increases—new ways to do this part of the process? Bring the 2019 resolution on the performance management and compensation process for Council-appointed employees to the October Council Compensation meeting. • How to onboard new Councilmembers in 2023? What else needs to be considered besides what was mentioned in the July 18 meeting? Rupa is working on this; she is the lead, and a list of topics and approaches are already in motion--want to be sure to include the Municipal Court and the Chief Judge. • Need to figure out a way to get more insight into the court. Consideration of scheduled reports? City of Fort Collins – Council Workshop September 27, 2022 Presenters: Anne McCord and Jennifer Volmer, ILG Strategic Services [“ILG”] During the meeting, Anne and Jen will collaborate with Mayor, Mayor Pro Tem and Council Member on strategies to provide strong performance feedback relevant to the City Manager, City Attorney, and Chief Judge. ILG will discuss best practices and align with the vision and expectations of the group. ILG has been successful conducting similar reviews using a confidential online survey tool to assess performance. Typically, incumbents are evaluated on their performance according to job expectations / strategic objectives and their leadership characteristics. It is also important to assess opportunities for improvement and areas where the incumbent is excelling. Interviewing key stakeholders including the Mayor, Mayor Pro Tem and Council Members provides additional feedback for each position under review. • Survey participants may include o Direct Reports o Mayor, Mayor Pro Tem and Council Members o Self Review Proposed Timeline: • October 3: Finalize process • October 5: Communicate the process to participants • October 10-24: Assessment process is completed • October 24-November 4: ILG compiles data for each incumbent • November 7-18: ILG debriefs with relevant parties1 • November 17: ILG provides final report for each incumbent • November 22: Reviews 1 This may include facilitating a development session with Council Members on how to give feedback, coach and develop talent. EXECUTIVE EVALUATIONS City Manager City Attorney Chief Judge ILG STRATEGIC SERVICES OUR TEAM Over 50 years combined experience in strategic HR services. Anne McCord, SPHR Jen Volmer, PHR EXECUTIVE EVALUATIONS OPTIONS INCLUDE: Performance review form Confidential Online survey Interviews with key stakeholders Self Evaluation Performance against metrics Sample process Interviews Self Evaluation Survey Report TIMELINE 3 Oct. Finalize process 5 Oct. Communicate the process to participants 10–24 Oct. Assessment process is completed 24 Oct. – 4 Nov. ILG compiles data for each incumbent 7–18 Nov. ILG debriefs with relevant parties 17 Nov. ILG provides final report for each incumbent 22 Nov. Reviews RESOLUTION 2019-099 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 CHIEF JUDGE AND ESTABLISHING BENCHMARK CITIES WHEREAS, the City Manager, City Attorney and Chief Judge are appointed by the City Council under the provisions of the City Charter; and WHEREAS, the Chief 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 managing 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 more formal review of these employees' performance takes place near the end of each calendar 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 established an ad-hoc committee known as the Direct Reports Compensation Committee to review, discuss and recommend a total compensation strategy including benchmark cities, to be applied to its direct report employees; and WHEREAS, the Direct Reports Compensation Committee unanimously approved a motion to recommend to City Council a list of benchmark cities for each of its direct report employees as set forth in the document attached hereto as "Exhibit A;" 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 Chief Judge shall be conducted in accordance with the following guidelines: Section 1. Each year and after consulting with the Chief Human Resources Officer, the Mayor shall set a date for an annual review meeting with the Council for the City Manager, City Attorney and the Chief Judge (the "Employees") as part of the annual, formal evaluation ("Annual Review"). The City Clerk will include the scheduled date or dates on the Six-Month Calendar for Council agenda planning. Section 2. The Annual Review process shall be conducted as follows: A. Human Resources, if requested, will contract with an appropriately qualified consultant (the "Facilitator") to assist with gathering and exchange of information related to the Annual Reviews. B. Human Resources will coordinate the development of an evaluation form or set of questions to be used in the evaluation process for each Employee, working with the relevant Employee, the Facilitator, and the Mayor or his or her designee. C. Human Resources will ensure the evaluation form or questions for each Employee are provided to each Councilmember prior to the date of the Employee's annual review meeting with the Council. D. Each Employee will provide his or her self-evaluation and additional information he or she considers appropriate to the Council prior to the date of the Employee's annual review meeting with the Council. E. If a Facilitator is requested, the Facilitator will coordinate with Human Resources, the Employees and individual Councilmembers to arrange for and meet with each Councilmember to collect evaluation input for each Employee. If a Facilitator is not requested, Human Resources will coordinate with the Employees and the individual Councilmembers to arrange for and meet with each Councilmember to collect evaluation input for each Employee. F. The Facilitator or Human Resources will prepare and di stribute to all Councilmembers and the appropriate Employee a report describing and summarizing the evaluation input obtained prior to such Employee's annual review meeting with the Council. G. Human Resources, the Facilitator and the Employees may provide to Council at any time any additional information requested by a Councilmember or considered pertinent in relation to the Annual Review process. H . All Councilmembers, irrespective of their evaluation of the Employees, are encouraged to meet individually with the Employees to discuss their performance. I. Prior to any salary or benefits discussions, Human Resources will provide relevant information regarding each of the Employees to the Council and to the appropriate Employee. J. Each Employee will also provide to Council his or her compensation requests for the ensuing year and any proposed contract revisions prior to the scheduled salary and/or benefits discussion between the Employee and the Council. Section 3. The annual, formal evaluation of the Chief Judge shall be conducted in accordance with the foregoing guidelines, except that, in addition, each year in which the Chief Judge is requesting reappointment, Human Resources or the Facilitator shall provide to Municipal Court prosecutors, defense attorneys who have worked on Municipal Court cases, and attorneys who have appeared at Liquor Licensing Authority meetings an evaluation form for use in evaluating the performance of the Chief Judge. The Chief Judge and the Chief Human Resources Officer shall prepare the form in consultation with the Mayor. Human Resources or the Facilitator shall compile the names of all persons submitting completed forms, together with a composite of the ratings and comments on the completed forms and shall provide this information to Council together with the evaluation input. Section 4. Any change in the compensation of the Employees shall be approved by the Council by ordinance. That ordinance shall be adopted by the Council so that the change in compensation will take effect the first full pay period of the ensuing year. If 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 salary ordinance. Section 5. The City Council approves the list of benchmark cities for each of its direct report employees attached hereto as "Exhibit A" to be used for the next two years. On a biennial basis, the City Council or a committee established for such purpose will review and consider whether to revise or update the list of benchmark cities. In making compensation decisions, the Council may consider such other market information as it from time-to-time determines to be appropriate. Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 1st day of October, A.O. 2019. ATTEST: -3- RESOLUTION 2019-099 OF THE COUNCIL OF THE CITY OF FORT COLLINS City Manager Target Market: National Benchmark Cities: • Anaheim, CA • Ann Arbor, MI • Asheville, NC • Austin, TX* • Boulder, CO • Durham, NC • Eugene, OR* • Greensboro, NC • Hayward, CA • Irving, TX • Mesa, AZ • Naperville, IL* • Oklahoma City, OK • Palo Alto, CA • Plano, TX • Sacramento, CA • Santa Monica, CA • Savannah, GA • Tallahassee, FL • Wilmington, NC EXHIBIT A -BENCHMARK CITIES *Cities in which the City Attorney reports to the City Manager City Attorney Target Market: National Benchmark Cities: • Anaheim, CA • Ann Arbor, MI • Asheville, NC • Boulder, CO • Durham, NC • Greensboro, NC • Hayward, CA • Irving, TX • Mesa,AZ • Oklahoma City, OK • Palo Alto, CA • Plano, TX • Sacramento, CA • Santa Monica, CA • Savannah, GA • Tallahassee, FL • Wilmington, NC -1- EXHIBIT A Chief Judge Target Market: Colorado Benchmark Cities: • Arvada • Aurora • Boulder • Greeley • Lakewood • Longmont • Loveland • Thornton • Westminster