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Admin Task Force Minutes 2006 02-14-06 Page 1 oft APPROVED UNITED CITY OF YORKVILLE 1,2 d�UCn ADMINISTRATIVE TASI{ FORCE MEETING Tuesday, February 14, 2006—6:00 p.m. City Hall Conference Room MINUTES CITY OFFICIALS IN ATTENDANCE: Mayor Art Prochaska, Committee Chairman Alderwoman Rose Spears, Committee Vice Chairman Paul James, Alderman Bart Olson, Deputy City Clerk & City Intern John Crois, Interim City Administrator The meeting was called to order at 6:03 p.m. by Mayor Art Prochaska. Minutes for ApprovaUCorrection: January 24, 2006 The minutes were approved as read. Assistant City Administrator Job Description and Ordinance: The ordinance was not in the packet, but since the ordinance is basically saying that the position is being created then if the job description is passed it should be able to be moved to Committee of a Whole, The job description is in the standard format as the last few. The only question was if the amount of experience needed was to be filled in. Mayor Art Prochaska indicated that it is difficult to put a timeline on the amount of experience needed since intems can be different lengths of time, but they would like to make sure that they do have experience. The salary range of fifty surveyed municipalities was between $65,000 and $85, 000, The regional comparable range for an assistant city administrator was $60,000 to $80,000. Bart Olson will get the exact figures for the Committee of a Whole meeting. The assistant city administrator will supervise the administration department and report to the city administrator. It was agreed that with the salary range and a draft of the ordinance they would bring this forward to the next Administrative Committee of a Whole. City Administrator's Aniival Performance Appraisal Process: John Crois provided an article from Public Management for the committee to read which provided infom-ration on things to look for and think about in setting up an appraisal. What he like about the article is that it emphasizes setting up your expectations of the administrator and the administrator's expectations of the Council so everyone knows what is expected of each other. John also provided some manager evaluation forms from different cities to look at. Alderwoman Rose Spears will also provided copies of information she received on this topic. 1 Page 2 of'2 Briefly, the Committee has said the following about the forms provided so far: • From the performance evaluation from the city of Redmond, Mayor Prochaska liked that it asked for concurrence from the Council and each alderman signs it. The questions on this one were good,but it does not give a place to comment for each question. • The Diamond Bar evaluation form allows you to make comments on each question. • The 360-Degree Feedback where the administrator is evaluated not only how he functions towards council but also towards department heads as well did not work well in Alderman Paul James' company. It may be because you get so much feedback from different perspectives,but really it should be only coming from one direction. Also, department heads may be apprehensive that there may be retribution for what they say. Everyone will review all of the evaluation forms and will pick out what they like/dislike about each evaluation for the next meeting. Set Next Meeting Date and Agenda The next meeting will be on Tuesday, February 28, 2006 at 6:00 p.m. Additional Bu_siness: (None) The meeting was adjourned at 6:20 p.m. Minute taker—Jeanne Arbet 2