HomeMy WebLinkAbout8B - City Manager Evaluation Method
The Brimeyer Group, Inc.
EXECUTIVE SEARCH CONSULTANTS
One Tenth Ave. South
Hopkins, MN 55343
September 3, 1993
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Mayor Lydia Andren
City of Prior Lake
4629 Dakota St. SE
Prior Lake, MN 55372
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Dear Mayor Andren:
Our proposal to conduct the City Manager search for the City of Prior Lake included an offer
to assist you in providing an evaluation of performance. This evaluation is designed to assess
the relationship for the first six months, lead to a Work Program for the Executive Director and
cover the next 12-18 month time period.
Frank Boyles began employment with your organization in March, 1993 and the six month
period occurs in September, 1993.
If you wish to take advantage of our service, you may recall there is no additional fee
(expenses only) and it is provided only at your request and direction.
Enclosed is the form we would propose to use to complete the evaluation. You may choose to
conduct this exercise on your own, using this form or request that we assist you.
We look forward to working with you and will wait to hear from you.
Very truly yours,
~
James Brimeyer
President
JB:pw
cc: Frank Boyles
(612) 945-0246 . fax (612) 933-1153
The Brimeyer Group, Inc.
EXECUTIVE SEARCH CONSULTANTS
Evaluation of City Manager
One Tenth Ave. South
Hopkins, MN 55343
Explanations and Directions
Perfonnance Evaluation as Team Building
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Evaluation as Team Building
If evaluation is to be, in the truest sense, a means of team building, certain conditions must prevail. The two
processes must be compatible and interrelated in the following ways:
1. Evaluation is basically a means, not an end in itself.
2. The trust level between the evaluatee and evaluators must be high.
3. The roles each are to fulfill must be clearly indicated and accepted.
4. Responsibilities are matched with precdetermined standards of performance.
Definition of Roles
A. Policy Board
1. Conduct annual assessments of performance of the City Manager.
2. Respect the prerogatives of the City Manager insofar as operational management function of
of the organization is concerned and the policy function of the Council.
3. Make assessments in ~eneral terms except in instances where specific
improvements are needed or when explicit commendations are due.
B. City Manager
1. Accepts the prospects of annual evaluations.
2. Understands the scope and thrust of the evaluations.
3. Expects the evaluations to adhere to the established procedures for
evaluating the performance of the City Manager.
Pre-Detennined Perfonnance Standards
A performance standard is defined as the condition that will exist when a responsibility of function is successfully
performed. It is essential that a performance standard be established, at the outset, for each of the eight major
areas of responsibility of the City Manager. This is necessary in order to use the rating scale effectively.
Major Areas of Responsibility
It should be reiterated that in determining the appropriate level of expectations, actual performance must be
measured in relation to the indicated standard of performance.
Eight major areas of responsibility are identified as the basis upon which assessments are to be made.
Descriptions are provided under each to clarify the meaning and content of the area. However, the evaluation is
made of the major area.
(612) 945-0246 . fax (612) 933-1153
Rating Symbols
Three rating symbols are used to make the assessments as follows:
E = Exceeds Expectations (performance has been above reasonable expectations.)
M = Meets Expectations (performance has attained a level of reasonable expectations.)
B = Below Expectations (performance has been below reasonable expectations.)
As indicated earlier, without more precise definition of the term "expectations", it is possible that ambiguity will
result in the use of the term. In order to help avoid this possibility, the concept of performance standards is
used.
It will be noted that in connection with each major area, a performance standard is stated, including the
conditions that have to be met in order to decide the extent to which "expectations" have been met.
APPRAISAL OF PERFORMANCE
Position:
Date:
Eight ?f1\jor Areas of Responsibility
1. Organizational Management
II. FiscallBusiness Management
III. Program Development and Follow-Through
IV. Relationship with the Council
V. Long-Range Planning
VI. Relationship with Public and Private Sector Organizations
VII. Interagency Relations
VIII. ProfessionallPersonal Development
Ratini
Resoonsibility
Performance Standard
~
1. Organinltional Management
Organinltional Management
will be considered effective
a majority of the conditions have
been successfully fulfilled:
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---1!
Plans and organizes the work
that goes into providing services
established by past and current
decisions of the Council.
a. Well qualified, promising persons
are recruited and employed.
b. Employees are appropriately
placed, contributing to a high
retention rate.
c. Supervisory techniques
motivate high performance.
d. Complaints to the Council are
not common.
e. The organization is aware
of new trends in technology.
Plans and organizes work that
carries out policies adopted
by the Council and developed
by staff.
Evaluation and keeping up with
technology.
Selecting, leading, directing and
developing staff members.
Comments:
Observations of Evaluators:
(Use this space also to indicate the impact upon the teamwork factor)
Suggestions for Improvement: (Specific area(s) that need strengthening)
Commendations: (Area(s) of performance calling for praise/commendation)
Comments of the City Manager: (Responses to any of the evaluations/comments/suggestions/commendations)
Ratin!:
Resoonsibility
Performance Standard
E
II. PiscallBusiness Management
PiscallBusiness Management
will be considered effective
when a majority of the
conditions have been success-
fully fulfilled:
M
B
Plans and organizes the prep-
ation of an annual budget with
documentation, etc. that
conforms to guidelines adopted
by the Council.
a. Budget preparation and
management are thorough and
effective.
b. Cost-effective measures are
persistently pursued.
c. Financial reporting is timely
and readily understandable.
d. Physical facilities management
is efficient.
e. An adequate data base is established
and maintained.
Plans, organizes and supervises
most economic utilization of man
power/materials/machinery .
Plans and organizes a system of
reports for the Council that
provide most up-tocdate data
available concerning expenditures
and revenue.
Plans and organizes maintenance of
facilities/buildings/ equipment.
Comments:
Observations of Evaluators:
(use this space also to indicate the impact upon the teamwork factor)
Suggestions for Improvement: (Specific area(s) that need strengthening)
Commendations: (Area(s) of performance calling for praise/commendation)
Comments of the City Manager: (Responses to any of the evaluations/comments/suggestion/commendations)
Ratin~
Resoonsibility
Performance Standard
E
III. Program Development
Program planning techniques
and procedures will be
considered effective when a
majority of the conditions have
been successfully fulfilled:
M
B
Plans and organizes on-going
programs and services to the
organization.
a. Ongoing programs and services
are fully responsive to the
organization's needs.
b. Monitoring procedures are in
place and functioning well.
c. Measurable outcomes (to the
extent possible) are used to
determine success in program
planning.
d. The City Manager can be depended upon
to follow through.
e. Makes most effective use of available
Staff talent.
Plans and organizes work involved
in researching program
suggestions by Council and
Staff and the reporting
of the results of analysis.
Maintains knowledge of current
and innovative trends in the
area of services being provided
and incorporates that knowledge
in program suggestions and research.
Plans and organizes work assigned by
the Council so that it is completed with
dispatch and efficiency.
Plans, organizes and supervises implementation
of programs adopted or approved by the Council.
Comments:
Observations of Evaluators:
(use this space also to indicate the impact upon the teamwork factor)
Suggestions for Improvement: (Specific area(s) that need strengthening)
Commendations: (Area(s) of performance calling for praise/commendation)
Comments of the City Manager: (Responses to any of the evaluations/comments/suggestions/commendations)
Ratini
Responsibilitv
Performance Standard
E
IV. Relationship with Council
Relations with the Council will be
considered effective when a majority of the
conditions have been fulfilled
M
Maintains effective communi-
cations, both verbal and
written, with the Council.
a. Materials, reports, presentations and
recommendations are clearly and
convincingly made.
b. Communications are made in a timely,
forthright, and open manner.
c. Responses to requests are made promptly
and completely.
d. Recommendations appear to be thoroughly
researched.
e. Adequate information is provided to the
Council to make decisions.
f. A system is in place to report to the
Council current plans, activities, and events.
B
Maintains availability to the
Council either personally or
through designated subordinates.
Plans and organizes materials
for presentations to the Council,
either verbally or written, in
the most concise. clear and
comprehensive manner possible.
Comments:
Observations of Evaluators:
(use this space also to indicate the impact upon the teamwork factor)
Suggestions for Imorovement: (Specific area(s) that need strengthening)
Commendations: (Area(s) of performance calling for praise/commendation)
Comments of the City Manager: (Responses to any of the evaluations/comments/suggestions/commendations)
Ratinsz
Rest><>nsibility
Performance Standard
E
V. Long Range Planning
Strategic planning will be considered
effective when a majority of the conditions
have been successfully fulfilled:
M
B
Maintains a knowledge of new technologies
systems, methods, etc. in relation to
services offered.
a. A well constructed long-range (strategic)
plan is currently in operation.
b. Annual operational plans are carried out
c. An on-going monitoring process is in
operation to attain Qualitv assurance
in program and project implementation.
Keeps the Council advised of new and
impending legislation and developments
in the area of public policy.
d. Program evaluation and personnel
evaluation are inter-related with the
strategic planning process.
e. A marketing strategy is developed and
monitored.
Plans and organizes a process of program
planning in anticipation of future needs
and problems.
Establishes and maintains an awareness of
developments occurring within other testing
centers or other jurisdictions that may
have an impact on City activities.
Plans, organizes and maintains a process
for establishing goals to be approved
or adopted by the Council and monitoring
and status reporting.
Comments:
Observations of Evaluators:
(use this space also to indicate the impact upon the teamwork factor)
Suggestions for Improvement: (Specific area(s) that need strengthening)
Commendations: (Area(s) of performance calling for praise/commendation)
Comments of the City Manager: (Responses to any of the evaluations/comments/suggestions/commendations)
Ratini
Resoonsibility
Performance Standard
E
VI. Relationship with Public/
Public Relations
Communication services will be considered
effective when a majority of the conditions
have been successfully fulfilled.
a. Contacts with the media are timely and
credible.
b. Publications are varied and consistently
well-received by the citizens.
M
B
Plans, organizes and maintains training of
employees in contact with the public, either
by phone or in person.
Establishes and maintains an image
to the community that represents
service, vitality and professionalism.
c. Feedback from the public and the
community leadership is positive.
Establishes and maintains a liaison with private
non-governmental agencies, organizations and
groups involved in areas of concern that relate
to services or activities of the City.
d The City has a good image with comparable
organizations.
Comments:
Observations of Evaluators:
(use this space also to indicate the impact upon the teamwork factor)
Suggestions for IlDDfOvement: (Specific area(s) that need strengthening)
Commendations: (Area(s) of performance calling for praise/commendation)
Comments of the City Manager: (Responses to any of the evaluations/comments/suggestions/commendations)
Ratin~
Resoonsibility
Performance Standard
E
M
VII. Interagency Relations
Intergovernmental relations will be
considered effective when a majority
of the conditions have been successfully
fulfilled:
B
Maintains awareness of developments and
plans in other jurisdictions that may relate
to or affect the City.
a. Sufficient activity with professional
organizations.
b. Regarded as leader by agency officials.
Establishes and maintains a liaison with
other agencies in those areas of service
that improve or enhance the City's programs.
c. Provides examples of good ideas from
other jurisdictions.
d. Positive relationship with other
agencies.
e. Good cooperation with cities,
counties, and state agencies.
f. Good relationship with universities
and colleges.
Maintains communications with govern-
mental jurisdictions with which the City
is involved or interfaces.
Comments:
Observations of Evaluators:
(use this space also to indicate the impact upon the teamwork factor)
Suggestions for Imorovement: (Specific area(s) that need strengthening)
Commendations: (Area(s) of performance calling for praise/commendation)
Comments of the City Manager: (Responses to any of the evaluations/comments/suggestions/commendations)
RatinlZ
Responsibility
Performance Standard
E
VIII. ProfessionalIPersonal
Development
Professional and personal
competencies will be considered
effective when a majority of the
conditions have been successfully
fulfilled.
M
B
Maintains awareness and value of
broadening professional and personal
development.
a. Management techniques show evidences
of innovation, imagination and decisiveness.
b. Synergetic techniques are fostered.
c. Verbal communication is commendable.
Demonstrates imaginative leadership
initiatives.
Ability to build cohesiveness in Staff.
Decisiveness in leadership performance.
Effectiveness in verbal communications.
Comments:
Observations of Evaluators:
(use this space also to indicate the impact upon the teamwork factor)
Suggestions for Iml'rovement: (Specific area(s) that need strengthening)
Commendations: (Area(s) of performance calling for praise/commendation)
Comments of the City Manager: (Responses to any of the evaluations/comments/suggestions/commendations)