HomeMy WebLinkAbout8B Final Plat Echos 1st AddSTAFF AGENDA REPORT
AGENDA #:
PREPARED BY:
SUBJECT:
DATE:
BACKGROUND:
DISCUSSION:
ACTION REQUIRED:
8B
FRANK BOYLES, CITY MANAGER
CITY MANAGER'S ANNUAL PERFORMANCE EVALUATION
FEBRUARY 7, 1994
Under the provisions of my employment agreement with the City, I am to
be evaluated by the City Council after six months of employment (at the
end of the probationary period) and then annually thereafter. The City
Council conducted a performance evaluation with me last year at the
conclusion of my six month probationary period. Since my anniversary
date is March 1, the City Council should determine how it wishes to
conduct the annual performance evaluation.
Attached for Council information is a document entitled "City of Prior
Lake, City Manager Performance Evaluation Summary". This sheet is the
compilation of objectives established by the City Council for me during
this probationary pedormance evaluation. The Council may wish to use
this sheet as the basis for the one year evaluation in Mamh. Also
attached is a copy of my job description.
To complete the probationary performance evaluation the City Council
had Jim Brimeyer assist in the process. Councilmembers filled out
individual evaluation forms which were then collected by the Brimeyer
Group and consolidated anonymously.
The results of these comments were then discussed by the City Council,
shared with the City Manager and the course of action determined for the
next pedormance evaluation. The cost of the Brimeyer Group
participation in this process is between $500 and $1000, depending upon
the degree of preparation and actual meeting time required.
As an alternative, the Council could conduct the performance evaluation
process itself, utilizing the evaluation form we use for Management level
city employees (see attached).
Provide direction to staff about how the City Manager pedormance
evaluation should be conducted and whether the services of Jim Brimeyer
are desired.
FBAGgB.WRT
-1-
4629 Dakota St. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY. EMPLOYER
·
The
Bnmeyer Group, Inc.
EXECUTIVE SEARCH CONSULTANTS
CITY OF PRIOR LAKE
CITY MANAGER
PERFORMANCE EVALUATION SUMMARY
One Tenth Ave. South
Hopkins, MN 55343
ORGANIZATIONAL DEVELOPMENT
* Instruct staff and Council on how to effectively use voice mail.
* Deal with staff regarding returning telephone calls.
* Improve time management, particularly arriving on time for appointed meetings. Never
change a meeting with a Councilmember unless it is an emergency situation.
* Share the goals and expectations for the City Manager of the City Council with the
Department Heads.
* Negotiate performance expectations with each Department Head.
* Show more concern for individual expectations of staff members and consider conducting a
team building session with Manager and staff within the next 30-45 days.
FISCAL AND BUSINESS MANAGEMENT
* Continue budget practice established with the last budget.
* Confer with City Council by telephone or in person on sensitive budget related issues.
PROGRAM DEVELOPMENT
* Assist Council in putting together a Council goal setting retreat schedule for January.
* Transition from a hands-on Assistant Manager to a leader/manager-type City Manager.
* Make a stronger effort to bring the public into the program development.
* Continue weekly briefings to City Council.
* Talk to Councilmembers to obtain consensus and opinions on sensitive issues.
* Establish a regular schedule either in face-to-face communication, by telephone, or written
communication with individual Councilmembers.
* Recognize the need for individual Councilmembers to know what is going on in the
community.
* Avoid becoming a "detached executive".
(612) 945-0246 · fax (612) 933-1153
Page Two
LONG-RANGE PLANNING
* Now that short-term goals have been established, work on a long-range planning session
with Council and with Council and staff.
* Make an effort to forget about the potholes and deal more with strategic issues.
RELATIONSHIP WITH THE PUBLIC/PR
* Make a special effort to inform the public about activities in the Manager's office.
* Spend more time acquainting yourself with the business people and meeting with each of
them individually.
* Remember that the customer is the public, the Council, and the staff.
* Spend more time with the press in advising them on upcoming issues so they may have
background information.
* Accept the City Manager position in Prior Lake as a high profile position and spend time
accordingly.
INTERAGENCY RELATIONSHIPS
* Continue level of activity with interagency relationships.
* When making choices, more time needs to be spent on community relation.~hips.
PROFESSIONAL, PERSONAL DEVELOPMENT
* Do not feel intimidated by City Councilmembers. They recognize the good job that has
been done in the first six to eight months. They now feel it is time to move on to the next
level and for their City Manager to go from a hands-on Manager to a leader-type Manager,
setting policy with the Council, working with the staff, developing expectations and goals,
and developing a system for monitoring achievement of expectations and goals.
* The Manager needs to make an adjustment to meeting community expectations and having
a higher profile in the community.
The Council feels the major items that needed attention when the Manager started have been
accomplished. It is now time to move on to a different level of leadership and a strong role of
the City Manager.
Reviewed December 1992
JOB DESCRIPTION
POSITION TITLE:
DEPARTMENT:
REPORTS TO:
city Manager
Administration
Mayor and City Council
EMPLOYMENT STATUS: Exempt
NATURE OF JOB:
This is the highest administrative and supervisory position in
the management of city governmental activities.
Duties involves planning, organizing, directing and coordinating
city finance, public works, fire, police, engineering, economic
development and a variety of other services as provided for in
the State Law and authorized by the City Council. Work includes
responsibility for interpreting and executing ordinances and
other directives of the City Council and for representing the
City in local, metropolitan, and state activities of interest to
the community. Work is performed with considerable latitude for
independent action and decision making under the broad policy
guidance of the City Council and is reviewed through meetings,
reports and observation of results obtained.
MAJOR AREAS OF RESPONSIBILITY: (T~ose
asterisk are other than essential functions
designated by an
.)
-- Within broad policy ~uidelines, assists the Mayor and City
Council in coordinating, administering and implementing a
wide variety of requests and problems of municipal concern.
-- Researches and assists in developing and recommending
solutions; interprets ordinances and directives to other
departments, other agencies and the general public.
-- Develops and implements administrative policies and
guidelines in cooperation with the City Council; advises
department heads and other employees as to administrative
procedures and policies; evaluates Derformance and result? in
accordance with overall city objectlves and makes appropriate
recommendations.
-- Represents the Mayor and City Council in regard to local,
metropolitan, state and federal activities of concern to the
community.
-- Represents the city in ?ollective bargaining .ma~ers;
negotiates with representatives of employee organizations;
partici ates in metropolitan joint negotiation efforts;
coordinates activity with other munlcipalxtxes.
-- Supervises and participates in the development of the annual
budge~; prepares supporting information and presents at
council meetings.
-- Supervises and participates in administering appropriations;
approves and investigates major purchases.
-- Advises the City Council as to the financial status and needs
of city government; supervises and participates in projecting
needs for funding and investment.
-- Prepares agenda for council meeting; supervises and
participates in the development of supporting information;
attends City Council and other meetings as required.
-- Administers personnel matters; makes pay changes within
established policy and pay ranges. Hires employees based o~
budgeted positions and terminates employees as deemed
necessary.
-- Serves as the city's public information representative;
confers with media and other organizations.
-- Reports annually on safety program results.
* Performs other duties and assume other responsibilities as
required or as delegated by the City Council.
ENVIRONMENTAL CONDITIONS:
-- General office conditions.
PHYSICAL DEMANDS: (As the work is presently performed.)
-- Rarely lifts more than ten pounds.
MENTAL DEMANDS:
-- May occasionally deal with ang.r~ or upset citizens.
-- Occasional anxiety related to timeframe deadlines.
KNOWLEDGEr SKILLS AND ABILITIES:
-- Extensive knowledge of the principles, practices
techniques of public administration.
-- Extensive knowledge of standard.principles and practices
the field of personnel administration, budgeting
purchasing.
-- Considerable knowledge of the organization and functions
city government and ordinances,
controlling its operation.
and
in
and
of
regulations and policies
-- Ability to assemble and organize statistical, financial and
factual information derived from a variety of original and
secondary sources.
-- Ability to exercise resourcefulness in solving new problems
in accordance with established ordinances, regulations and
policies.
-- Ability t? establish and maintain effective working
relationships with employees and officials.
-- Ability to expres~ oneself ?learly and concise%y..
-- Ability to establish and maintain a level of d~sc~pline and a
working climate in which assigned employees, are effectively
motivated to work up to their full poten=iai.
-- Proven ability to communicate with citizens in a
business-like and tactful manner which commands respect.
TRAINING AND EXPERIENCE QUALIFICATIONS:
A combination equivalent to a graduate degree in Public
Administration, Urban Studies or related field.
Five to ten years of progressively responsible administrative
experience in local government.
DESMGR