Admin Task Force Minutes 2006 02-28-06 Page I of 2 PPR®VED 3/28/061
UNITED CITY OF YORKVILLE
ADMINISTRATIVE TASK FORCE, MEETING
Tuesday, February 28, 2006 6:00 PM
City Council Chambers
CITY OFFICIALS IN ATTENDANCE:
Mayor Art Prochaska—Committee Chairman
Rose Spears—Committee Vice Chairman (arrived 6:15pm)
Paul .Tames - Alderman
Dean Wolfer—Alderman (arrived 6:30pm)
Marty Munns—Alderman (arrived 625pm)
Bart Olson—Deputy City Clerk & City Intern
John Crois—Interim City Administrator
GUESTS:
None
The meeting was called to order at 6:15pm by Mayor Art Prochaska..
1. Minutes,for.Appronal/Correction: February 14, 2006
The minutes were approved with one correction.
2. City Administrator's Annual Pei forn:ance Appraisal Process
Mr. Crois provided three different evaluation forms for the committee to review. The
committee preferred the Diamond Bar form and some of the comments were:
1. The form is cleaner
2. There is more room to write commments
3. There is room for the City Council to sign off, however"comment" space is needed
for each signator.
4. Form is expandable
Ms. Spears also said she thought it would be appropriate to have an evaluation every six
months--a brief one at six months and full one at 12 months. This would ensure the
targets and goals were being met. A six-month schedule for all employees was
recommended by Alderman.Zanies. It was noted that a lack of frequent reviews might
have caused some of the problems that led to the resignation of the previous
Administrator.
Page 2 of 2
The Mayor said that the focus should be on the goals at the mid-point evaluation, unless
there are other specific issues, He said that oftentimes goals are not looked at until the
next review is due. He added that a mid-year review is also appropriate since employees
don't always anticipate the goals that might come with growth. In addition, goals from
the previous year should be evaluated along with setting the new ones. Mayor Prochaska
said that 3-5 goals per year are sufficient,
Mr. Crois said that specific plans should be put in place for the rest of the employees as
well, i.e. training, etc. It was suggested that goals should be set in .January and then a
brief review could be done in July. Alderman Munns added that raises could be based on
performance following the .July review: Ms. Spears said it would be beneficial to have
the employee and evaluator fill out the forms prior to the evaluation and then the two
reports could be compared.
The committee members are to review all forms provided and select the questions they
feel apply and are appropriate and forward them to Bart Olson. He will then incorporate
them into one spreadsheet under headings chosen from the Diamond Bar report, The
Mayor and Alderman Wolfer will also bring in samples of evaluation forms they use at
their places of employment.
3. Set Next Meeting Date and Agenda
The next meeting date will be Tuesday, March 28°i.
4. Additional Business
There was no further business.
The meeting was adjourned at 6:53pm.
Minutes by
Marlys Young, Minute Taker