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
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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
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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?
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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?
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•. 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?
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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)
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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