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Administrative Task Force Packet 2006 06-20-06 r C United City of Yorkville 800 Game Farm Road EST 1 - 1836 Yorkville, Illinois 60560 -t Telephone: 630-553-4350 40 Fax: 630-553-7575 SCE AGENDA ADMINISTRATIVE TASK FORCE Tuesday, June 20, 2006 6:15 p.m. City Council Chambers Committee Members: Chairman: Mayor Prochaska, Vice Chairman: Alderman Spears, Alderman James, Alderman Wolfer, Alderman Munns 1. Minutes for Approval/Correction: May 23, 2006 2. City Administrator's Annual Performance Appraisal Process 3. Set Next Meeting Date and Agenda 4. Additional Business Page 1 of 1 DRAFT ADMINISTRATIVE TASK FORCE MEETING Tuesday,May 23,2006 6:00 P.M. City Council Chambers Present Mayor Art Prochaska Alderwoman Rose Spears Alderman Paul James City Administrator John Crois Bart Olson The meeting was called to order at 6:10 pm by Mayor Prochaska. Alderman Wolfer brought in a sample evaluation from Morris Hospital at an earlier date. 8 rating categories with competencies under each were put together by the International City Manager's Association in their assessment which is a 360 degree review. These were what went into putting together the City Administrator Performance Standards Evaluation Form. There was discussion on the ranking system and whether each item should be ranked individually, or just each category. The fields on the form for comments should not be for each individual item,there should be an open field under each category for comments. There should be a space for the employee's comments and employer's comments. The City Administrator should prepare a report ahead of time based on performance and goals. The City Administrator should have a chance to give comments before the review. The ranking would be given at the end of the review. The job description should be restated at the review. The major goals to work on should be limited to 3. The goals from last year should be reviewed and assessed during the review. There should also be a place for suggestions for the coming year such as for trainings. There should be some leeway for the maximum raise. The form will be reconfigured to reflect these changes. The next meeting will be before COW on June 20'h at 6:15 pm. The meeting was adjourned at 6:48 pm. Minutes submitted by Laura Leppert. Co.o United City of Yorkville Memo 800 Game Farm Road EST 18W Yorkville, Illinois 60560 Telephone: 630-553-4350 Fax: 630-553-7575 LE �o Date: May 30, 2006 Subject: City Administrator Evaluation The documents enclosed in this packet are to be filled out on an annual basis to complete the City Administrator's evaluation. They are as follows: 1) The most recent, approved, City Administrator job description 2) The City Administrator's evaluation of performance form 3) The City Administrator's evaluation of goals form The evaluation process shall be completed as follows: 1) The evaluation of goals form and the "employee comments" section of the evaluation of performance shall be filled out by the City Administrator for each evaluation category. 2) The City Administrator's comments for each form shall be made available to the City Council. 3) The City Administrator and the City Council shall meet to discuss the City Administrator's comments on the forms, and to give the City Administrator the results of the evaluation of performance and evaluation of goals form. a. Consensus of the City Administrator's evaluation of performance by the City Council is the norm; however, in cases of dissenting opinions, the signature sheet on the evaluation of performance form allows the individual Council member to omit their signature. 4) Goals for the City Administrator for the upcoming fiscal year will be discussed and recorded for purposes of next year's evaluation. UNTIED CITY OF YORKVE= CITY ADMINISTRATOR—JOB DESCRIPTION Department: Administration Reports to: Mayor& City Council Immediate Supervisor: Mayor Supervises: Administrative Office Staff and Department Heads Status: Full Time, Exempt Position Description Overview This position acts as an administrative employee that reports directly to the Mayor and City Council. Supervises, oversees, monitors, and participates in assigned projects and programs. Assists the Mayor and City Council in various administrative tasks including organizational and financial analyses. Conducts analyses of municipal policies and procedures. Develops and maintains the City personnel and purchasing policies. Directly supervises employees. Assists with the preparation, administration, and monitoring of the city's operating and capital budgets. Position requires frequent handling of confidential information. Essential Job Functions 1. Analyze and recommend to the Mayor and City Council long-term financing plans and assist in the implementation of the adopted plan. 2. Participate in the development and review of the City-wide budget and tax levy process. 3. Assists in the development, planning, and implementation of goals and objectives related to the overall administrative activities and operations of the City. 4. Conducts special studies and analyses as assigned by the Mayor and City Council. 5. Investigates and prepares reports on specific requests and complaints pertaining to various governmental activities. 6. Attends meetings of Plan Commission, Chamber of Commerce, City Council, Administration Committee, Economic Development Committee, and Committee of the Whole or others unless otherwise directed by the Mayor. 7. Assists in City land acquisition and development processes. 8. Manages the Administrative Office day to day operations. 9. Supervises the following department heads, Finance Director, Public Works Superintendent, City Engineer, Community Development Director and works in cooperation with the Chief of Police, Executive Director of Parks and Recreation, and Community Relations Manager. 10. Works directly with the Executive Director of the Yorkville Economic Development Corporation on important economic projects. 11. Assigns tasks with completion time frames to Department Heads as appropriate. 12. Works with the Director of Parks and Recreation to implement plans approved by the Park Board and the City Council. 13. Works with the Finance Director on the budget and on the Tax Levy. 14. Works with other agencies to implement the directives of the Mayor. 15. Performs other related duties as assigned. Requirements 1. Ability to communicate clearly and concisely in both oral and written format. 2. Ability to establish and maintain good working relationships with City Officials, employees, and the residential and business community. 3. Thorough knowledge of the functions of various municipal/business services and of personnel and financial management functions. 4. Ability to understand, follow general instructions, and carry out policy decisions and/or recommendations quickly and accurately. 5. Possess the initiative to seek out and define problem areas, analyze situations, provide alternatives and recommend solutions. 6. Possess the ability to pursue grants. Experience and Education 1. Bachelor's degree in Business or Public Administration or related field, Master's degree in Public Administration preferred; eight(8) years of public administration and upper management department head experience; or, an equivalent combination of education and experience sufficient to perform the essential duties of the job as those listed above. 2. Must possess valid State of Illinois Class D driver's license. 3. Have experience in writing and securing grants for public use projects. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar,related or a logical assignment of the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Performance Standards CIp United City of Yorkville 5-Outstanding Performance City Administrator 4-Exceeded Expectations 3-Met Expectations �e�y Evaluation of 2-Marginally met expectations Performance Form 1-Does not meet expectations RELATIONS 1. • Rating Employee A. Does the City Administrator maintain effective and open lines of communication with the 5 Council as a body and with individual members? B. Is the Council kept apprised of all ongoing and current situations involving City 2 business? C. Does the City Administrator exercise sound 3 judgement when advising Council? totalchie ,p d , a� Rating 2. PLANNING Employee Comments • Comments A. Does the City Administrator anticipate needs 4 and recognize potential problems? B. Does the City Administrator propose effective solutions and provide alternatives to identified 4 problems? C. In making decisions,does the City Administrator obtain the facts and consider 3 the long-term implications? D. Does the City Administrator provide Council with all information necessary to make 3 decisions? E. Are the goals of the Council incorporated into 3 tans for im lementation? .oirtl -tat achlvtly �07 F � �, . dsibte Performance Standards or y United City of Yorkville 5-Outstanding Performance n�, City Administrator 4-Exceeded Expectations , 3-Met Expectations Evaluation of 2-Marginally met expectations Performance Form 1-Does not meet expectations 3. ORGANIZATION SKILLS Rating Employee A. Does the City Administrator exhibit the ability to arrange work and efficiently apply 1 resources? B. Does the City Administrator make decisions when sufficient information is available, and 2 implement action when conditions are ripe for success? C. Does the City Administrator exhibit the ability to reach for effective,and when necessary, 3 creative solutions? D. Does the City Administrator obtain the best possible end result for the money spent? 3 E. Do the departments run smoothly and is there adequate internal communication among 3 staff, and between staff and the City Administrator? IN �.. . ,: NMI t t total htsued - 17 5. 4. BUDGET/FINANCE Rating Employee Comments Council Comments A. Does the City Administrator adequately and accurately report and project the financial 4 condition of the City in a timely manner? B. Are management practices and policies designed to maintain a sound long-range 5 financial position? C. Are plans for the long-term replacement and maintenance of equipment updated regularly? 5 D. Does the City Administrator implement effective programs to limit liability and loss? 5 E. Are there short-and long-term goals for asset 5 management? F. Does the City Administrator suggest and pursue creative solutions to financial issues? 5 b a X11 tt��$Chl @vE#d , sslbl� ,3a �:: „m.•.•:�. Performance Standards United City of Yorkville 5-Outstanding Performance City Administrator 4-Exceeded Expectations 3-Met Expectations Evaluation of 2-Marginally met expectations Performance Form 1-Does not meet expectations COMMUNITY 5. •NS Rating Employee Comments Council Comments A. Does the City Administrator have a customer service orientation; is he approachable, 2 available and responsive to the public? B. Does the City Administrator communicate openly,clearly and honestly with the public, 3 recognizing their right and need to be well informed? C. Do each of the Departments reflect a "customer first"attitude? 4 s.: a sr \ IN AS F F'oint1 t•1_ chle. d g g �,5\ :Out Ofat lb[e. 1 S � 6. PERSONNEL RELATIONS Rating Employee Comments Council Comments A. Does the City Administrator build and 2 motivate a team? B. Does the City Administrator earn the cooperation and respect of subordinates? 2 C. Does the City Administrator encourage employees to update their skills and training? 2 D. Does the City Administrator promote teamwork and cooperation among the 2 department Heads? E. Does the City Administrator recognize the value of excellence in employees, and use all reasonable efforts to ensure that the best 2 available individuals are recruited, hired,and continue to work for the City? F. Does the City Administrator maintain adequate job descriptions for employees? 2 G. Does the City Administrator ensure annual evaluations for all employees? 2 H. How do you rate the City Administrator's overall management style in dealing with 2 employees r r to .-. .::. :., ,.,..ate --. v.., ,.%, a. r y \ Performance Standards United City of Yorkville 5-Outstanding Performance 4-Exceeded Expectations City Administrator 3-Met Expectations Evaluation of 2-Marginally met expectations Performance Form 1-Does not meet expectations 7. MANAGEMENT SKILLS Rating Employee Comments Council Comments A. Does the City Administrator have the ability to resolve conflicts inherent in a public agency? 3 B. Is the City Administrator a good negotiator? 4 C. Does the City Administrator listen to and understand the positions and circumstances 5 for others, and communicate that understanding? D. Does the City Administrator handle stress 5 well? E. Does the City Administrator exhibit resilience; i.e. maintains motivation and energy in spite 5 of constant demands? F. Does the City Administator follow through in a timely manner on commitments and 2 re uests. G. Is the City Administrator proactive in recognizing issues and initiating action? 2 H. Does the City Administrator handle people well in difficult situations? 3 I. Does the City Administrator clearly communicate expectations to contract 5 organizations/personnel to implement City oals and policies. a., to-W tit' ieved, .:34 W.' s 'x �l .. N, _. a v �. Performance Standards United City of Yorkville 5-Outstanding Performance IM�i1� � City Administrator 4-Exceeded Expectations g° 3-Met Expectations cE"y Evaluation of 2-Marginally met expectations Performance Form 1-Does not meet expectations LEADERSHIP 8.A' Does the City Administratyor inspire a shared vision and enlist staff and Council support? 4 B. Does the City Admiistrator seek and pursue opportunities to improve the organization? 5 C. Does the City Administrator enable others to act by creating an atomsphere of trust and 5 collaboration? D. Does the City Administrator create standards of excellence and model behavior? 4 E. Does the City Administrator conform to the 5 high ethical standards of the profession? F. Has the City Administrator met the goals established by the City Council during this 3 evaluation period? P t tl achieved 2 C u o�a'possible 2' The evaluation is based on a curve of 80%. Based on the five point scale, if the individual being evaluated scores all 4's,the merit raise shall be 100%of what is allowed. Evaluation Point Total 149 Basis for 100%evaluation 176 (assuming all 4's would yield 100%) Evaluation% 84.66% Possible Merit Pay% 2.50% Merit Pay%Awarded 2.116% Performance Standards �.0 cj)- _ _ United City of Yorkville 5-Outstanding Performance City Administrator 4-Exceeded Expectations 3-Met Expectations �e"y Evaluation of 2-Marginally met expectations Performance Form 1-Does not meet expectations • ADDITIONAL COMMENTS (SUGGESTION-Attach future year's goals here) gD cl,- Jr _- United City of Yorkville City Administrator Evaluation Form City Council Mayor Alderman, Ward I Alderman, Ward III Alderman, Ward I Alderman, Ward III Alderman, Ward II Alderman, Ward IV Alderman Ward II Alderman Ward IV City Administrator Signature Next Evaluation Date c/ry� United City of Yorkville Memo 800 Game Farm Road EST Z ,_ 1536 Yorkville, Illinois 60560 O P Tele hone: 630-553-4350 �, � o� Fax: 630-553-7575 V40 WOW �2 <LE 1�'�• Date: May 30, 2006 Subject: City Administrator Evaluation of Goals Form Previous year's goals (SAMPLE) 1) Reduce budget 2) Reduce employee sick time 3) Increase staff morale 4) Increase communication between departments City Administrator's Comments (SAMPLE) - budget increased due to growth, but per capita service costs decreased - Employee sick time decreased 5% - Internal surveys show staff morale increased 10%as a result of team building exercises, performance merit increases, etc. - Lines of communication were strengthened via extra dept. head meetings City Council Comments - Exceeded expectations on all goals Forthcoming_ear's goals (SAMPLE [fill out during City Administrator evaluation meeting]