Loading...
Administrative Task Force Packet 2006 03-28-06 C/p United City of Yorkville 800 Game Farm Road Esc 1836 Yorkville, Illinois 60560 Telephone: 630-553-4350 Fax: 630-553-7575 <LE AGENDA ADMINISTRATIVE TASK FORCE Tuesday, March 28, 2006 6:00 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: February 28, 2006 2. City Administrator's Annual Performance Appraisal Process 3. Set,Next Meeting Date and Agenda 4. Additional Business Page 1 of 2 DRAFT 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 James -Alderman Dean Wolfer—Alderman(arrived 6:30pm) Marty Munns—Alderman (arrived 6:25pm) 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 ApprovaUCorrection: February 14, 2006 The minutes were approved with one correction. 2. City Administrator's Annual Performance 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 comments 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 James. 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 28th 4. Additional Business There was no further business. The meeting was adjourned at 6:53pm. Minutes by Marlys Young, Minute Taker Performance Standards .,D C/T°r °cam °may United City of Yorkville ° a 5 +�G+� =�yea City Administrator `'�.� jr: Evaluation Formca`Oa� RELATIONS 1. • Comments A. Does the City Administrator maintain effective and open lines of communication with the Council as a body and with individual members? B. Is the Council kept appriased of all ongoing and current situations involving City business? C. Does the City Administrator exercise sound ud ement when advisin Council? Comments A. Does the City Administrator anticipate needs and recognize potential problems? B. Does the City Administrator propose effective solutions and provide alternatives to identified problems? C. In making decisions, does the City Administrator obtain the facts and consider the long-term implications? D. Does the City Administrator provide Council with all information necessary to make decisions? E. Are the goals of the Council incorporated into lans for im lementation? 3. ORGANIZATION SKILLS 5 4 3 2 1 Comments A. Does the City Administrator exhibit the ability to arrange work and efficiently apply resources? B. Does the City Administrator make decisions when sufficient information is available, and implement action when conditions are ripe for success? C. Does the City Administrator exhibit the ability to reach for effective, and when necessary, creative solutions? D. Does the City Administrator obtain the best possible end result for the money spent? E. Do the departments run smoothly and is there adequate internal communication among staff, and between staff and the City Administrator? Performance Standards `,Eo Cl Imo_-ro� United City of Yorkville ° w City Administrator Q° AS I Evaluation Form 4. BUDGET/FINANCE 5 4 3 2 1 Comments A. Does the City Administrator adequately and accurately report and project the financial condition of the City in a timely manner? B. Are management practices and policies designed to maintain a sound long-range financial position? C. Are plans for the long-term replacement and maintenance of equipment updated regularly? D. Does the City Administrator implement effective programs to limit liability and loss? E. Are there short-and long-term goals for asset management? F. Does the City Administrator suggest and pursue creative solutions to financial issues? COMMUNITY 5. • Comments A. Does the City Administrator have a customer service orientation; is he approachable, available and responsive to the public? B. Does the City Administrator communicate openly, clearly and honestly with the public, recognizing their right and need to be well informed? C. Do each of the Departments reflect a "customer first"attitude? 6. PERSONNEL RELATI• Comments A. Does the City Administrator build and motivate a team? B. Does the City Administrator earn the cooperation and respect of subordinates? C. Does the City Administrator encourage employees to update their skills and training? D. Does the City Administrator promote teamwork and cooperation among the department Heads? Performance Standards to cir Fj United City of Yorkville �oga�;p eQem � i ' °� City Administrator Qe sq -.�°ye'�+e% �M V Evaluation Formca�O��Q ����o�e 5 •. PERSONNEL RELATIONS • -• Comments E. Does the City Administrator recognize the value of excellence in employees, and use all reasonable efforts to ensure that the best available individuals are recruited, hired, and continue to work for the City? F. Does the City Administrator maintain adequate job descriptions for employees? G. Does the City Administrator ensure annual evaluations for all employees? H. How do you rate the City Administrator's overall management style in dealing with em to ees? MANAGEMENT 7. • A. Does the City Administrator have the ability to resolve conflicts inherent in a public agency? B. Is the City Administrator a good negotiator? C. Does the City Administrator listen to and understand the positions and circumstances for others, and communicate that understanding? D. Does the City Administrator handle stress well? E. Does the City Administrator exhibit resilience; i.e. maintains motivation and energy in spite of constant demands? F. Does the City Administator follow through in a timely manner on commitments and requests? G. Is the City Administrator proactive in recognizing issues and initiating action? H. Does the City Administrator handle people well in difficult situations? I. Does the City Administrator clearly communicate expectations to contract organizations/personnel to implement City goals and policies? Performance Standards ,CEO cir� cy cy ooy ° I United City of Yorkville +y, City Administrator �Qm �.��0�yee�y Q Evaluation Form 8. tia o �+ Syo LEADERSHIP . A. Does the City Administratyor inspire a shared vision and enlist staff and Council support? B. Does the City Admiistrator seek and pursue opportunities to improve the organization? C. Does the City Administrator enable others to act by creating an atomsphere of trust and collaboration? D. Does the City Administrator create standards of excellence and model behavior? E. Does the City Administrator conform to the high ethical standards of the profession? F. Has the City Administrator met the goals established by the City Council during this evaluation eriod? • ADDITIONAL C (SUGGESTION -Attach future year's goals here) �g0 C/Ti �;,>_. United City of Yorkville g --\ City Administrator CE � 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