10-30-2012 i.
I
City of
1VD GEWATER
October 26,2012
-PUBLIC NOTICE
The Evaluation Committee will meet on Tuesday, October 30, 2012 at 1:00 p.m. in the
City Hall Conference Room.
1) Approval of Minutes—October 9, 2012
2) Review the final forms and make a recommendation to go before City Council
Pursuant to Chapter 286. F.S., if an individual decides to appeal any decision made with respect to any matter
considered at a meeting or hearing, that individual will need a record of the proceedings and will need to ensure that a
verbatim record of the proceedings is made. The City does not prepare or provide such record.
In accordance with the Americans with Disabilities Act, persons needing assistance to participate in any of these
proceedings should contact City Clerk Bonnie Wenzel, 104 N Riverside Drive, Edgewater, Florida, telephone number
386-424-2400 ext #1102, 5 days prior to the meeting date. If you are hearing or voice impaired, contact the relay
operator at 1-800-955-8771.
EVALUATION PROCESS COMMITTEE
REGULAR MEETING
OCTOBER 9, 2012
1:00 P.M.
CITY HALL CONFERENCE ROOM
MINUTES
The meeting started at 1: 00 p.m.
Committee members present were: City Manager Tracey Barlow, City
Clerk Bonnie Wenzel, Personnel Director Donna Looney, Councilwoman
Gigi Bennington, and Councilman Gene Emter.
1) Approval of Minutes
Regular Meeting of October 2, 2012
City Clerk Wenzel moved to approve the October 2, 2012 minutes, second
by Councilman Emter.
The MOTION CARRIED 5-0.
2) Review Evaluation Forms for the Same Position
Councilman Emter felt the minutes were excellent but felt there was no
reason for them to be verbatim. He felt it was great but that it was
overkill . Councilwoman Bennington agreed.
It was the consensus of the Committee to have shorter minutes .
Councilman Emter mentioned the task today being to come up with some
specifics. He and City Manager Barlow constructed a sample draft for
the City Manager and City Clerk.
City Manager Barlow described how he constructed his sample with
regard to the format.
There was a discussion amongst the Committee regarding which samples
they liked and why. City Manager Barlow felt they needed to decide
which format they were going to use and then look at the content.
There was a discussion regarding whether comments should be included
on the evaluation form.
Personnel Director Looney commented on the cover letter she created,
which Councilman Emter felt would be needed.
1
Evaluation Process Committee
October 9, 2012
There was a discussion with regard to incorporating goals into the
evaluation with the goals being discussed at a workshop and not at a
regular Council meeting.
Councilman Emter commented on using a different format for his draft
but the content being similar to City Manager Barlow. He identified
he would prefer to see comments included. He then commented on the
difference between the two drafts with regard to his including Goal
Identification and Major Accomplishments, which there was further
discussion regarding.
The Committee further discussed these items being put on a separate
sheet and given to Council ahead of time.
There was further discussion regarding comments being included on the
evaluation form.
There was also discussion regarding the evaluation forms that were
given to Council in previous years not always being returned.
There was a brief discussion regarding comments being received for low
scores in order tc justify the low scores and also helping with
providing direction.
Councilwoman 3enr.ington and City Clerk Wenzel commented on what they
liked or didn' t like about the evaluation form samples .
3) Identify Specific Evaluation Criteria
There was then a discussion regarding the evaluation forms being
specific to the position. Councilman Emter felt the specifics needed
to be gone over in terms of the differences with regard to content.
There was then a discussion regarding agenda preparation and execution
being in the City Clerk evaluation instead of providing agendas and
minutes in a timely manner due to her not having control of when
agenda requests are turned in.
Councilwoman Bennington would rather get the agenda packet late than
get an amended agenda. There was further discussion regarding
something not getting on the agenda unless it is critical .
There was then a discussion regarding elections being held every other
year and identifying the item on the evaluation form as only being
applicable in the years elections are held.
City Manager Barlow suggested the language be changed in the City
Clerk evaluation form to be applicable to her position and then
massage whatever additional language to finalize it. Councilman Emter
2
Evaluation Process Committee
October 9, 2012
suggested he take some of these others and work them out in this
format and then they could be added and put out at one time.
City Clerk Wenzel agreed to have Deputy City Clerk Bloomer send the
format to Councilman Emter.
There was then a discussion regarding adding the goals to the
evaluation forms as well as adding the achieving of the goals.
There was a brief discussion amongst the Committee regarding the
evaluation process for the City Manager and City Clerk.
Councilman Emter felt the goals identified should reappear the
following year.
The Committee then discussed when they should do the evaluations and
when they should be given to the City Manager and City Clerk as well
as the City Council. The City Clerk and City Manager would fill out
their goals in August and it would go to Council in September for them
to complete by October with a workshop in between the October and
November Council meetings.
Councilman Emter suggested on #3 under Process that the "compilation
would be an average score" be put in there. City Manager Barlow
identified "for each category."
There was a brief discussion regarding having an overall average to
include all of the categories as well as within each category.
Councilman Emter and Councilwoman Bennington liked the idea of listing
the process by what events would occur on what dates. Councilwoman
Bennington expressed concern with dragging out the process for four
months and how the process would affect the budget with regard to
raises.
City Manager Barlow suggested if they weren' t hung up on having a
workshop that they make it a regular meeting agenda item.
Councilwoman Bennington suggested holding a workshop, if necessary.
There was then a discussion regarding doing this in September and
October because of wanting an existing Councilmember to be able to do
an evaluation as opposed to a new Councilmember and because the City
Manager and City Clerk contracts say fiscal year.
City Manager Barlow confirmed he would send the electronic version of
the format to Deputy City Clerk Bloomer to send out to the rest of the
Committee. Councilman Emter would go through the electronic format in
terms of the City Clerk evaluation and translate some of those and get
those back to Deputy City Clerk Bloomer.
3
Evaluation Process Committee
October 9, 2012
The Committee decided the next meeting would be held on Tuesday,
October 30, 2012 at 1 : 00 p.m. in the City Hall Conference Room.
There was a brief discussion regarding Council being provided with an
update of the Committee at their regular meeting.
4) Adjournment
The meeting adjourned at 2: 10 p.m.
Minutes submitted by:
Lisa Bloomer, CMC
Deputy City Clerk
4
Evaluation Process Committee
October 9, 2012
EDGE_ ATER1 2012 EVALUATION OF CITY CLERK
City Clerk Name:
Identify performance score by placing the performance level score in the box associated with the evaluated
section. J
1 = Unsatisfactory 2 = Improvement Needed 3 = Meets Expectations
4 = Exceeds Expectation 5 = Outstanding Score
Professional Skills
Leadership: Represents the City on a professional manner;demonstrates courtesy, tact and
skill in dealing with sensitive matters and in dealing with others;maintains an overall warm and
personable attitude.
Decision Making/Judgment: Makes Timely decisions that are well thought out and in the
best interest of the City;accepts responsibility for outcomes;handles difficult situations in a
professional and proactive manner.
Coordination: Ability to work with others as a team and express individual viewpoint while
coordinating and learning from input of others.
Planning and Organization: Works with City Council developing long and short term goals
and objectives;makes effort to carryout the goals and policies and programs of the City
Council;demonstrates ability to anticipate needs of the City and recommends options to
appropriately respond to the needs;and sets realistic objectives with appropriate time frames.
Legislative:Advise the City Council on relevant legislation and developments in the area of
public policy affecting the City of Edgewater.
Records Management: Maintains a comprehensive Records Management Program. Makes a
consistent effort to carryout the goals and policies of the program. Trains appropriate
personnel on maintenance of program. Maintains the integrity of official records.
Public Records: Maintians a productive Public Records Policy. Fulfills Public Records
requests as perscibed by Florida law,with accuracy and in a timely manner.
Interactive Skills
Interpersonal Relationships: Demonstrates ability to cooperate,work and communicate with
the City Council, City attorney, subordinates and outside contacts.
Community Relations: Maintains positive relations with community groups and organizations;
attends community functions;and effectively communicates the City Council's position to staff
and public.
Governmental Relations: Deals effectively with other governments and governmental
agencies in representing the City of Edgewater.
Responsiveness: Responds in a timely manner to the requests of the City Council and citizens. _
Dispute Resolution: Handles disputes or complaints involving citizens in an effective,
equitable,and timely and professional manner.
Follows Direction:Understands and follows the City Council direction. Presents the City
Council policies and positions on issues to the citizens,staff and organizations accurately,
equitably, and effectively.
Communication Skills
City Council: Openly communicates with the City Council,promptly and properly responds to
requests, keeps the City Council informed of current issues about matters critical to the City
Council's goals and policy-making role.
Relationship with City Council: Develops and maintains an effective and professional
dialogue with City Council on a formal and informal basis.
Press: Maintains a constructive relationship with Press and communicates clearly and
demonstrates effective listening,oral and written skills.
Access: Available to the City Council on official business either personally or through
designated subordinates.
Activities: Reports departmental and staff activities to the City Council in an appropriate and
timely manner.
Staff: Develops and maintains positive relations with staff; communicates clearly and
demonstrates effective listening, oral and written skills.
Residents, Businesses and General Public: Maintains constructive relations with the public;
effectively utilizes tools such as newsletters,press releases,internet and public speaking
opportunities to inform community about City Council action and policies.
Administrative Skills and Traits
Job Knowledge: Demonstrates knowledge of all aspects of municipal government; and has
working knowledge of state and federal government.
Coordination: Ability to work with others as a team and express individual viewpoint while
coordinating and learning from the input of others.
Creativity: Identifies effective,efficient and innovative solutions to problems and considers all
available alternatives before making recommendations to the City Council.
Planning and Organization: Establishes appropriate course of action for self and
subordinates to accomplish goals;makes proper assignments of staff and appropriate use of
resources;sets realistic objectives with appropriate time frames.
Personnel Management: Effectuates sound personnel selection and placement policies.
Promotes and supports the "public service role" for City employees and emphasizes exemplary
performance.
Motivation and Leadership: Motivates personnel through leadership and training so that they
are increasingly effective in the performance of their duties,in achieving common goals and
objectives and in nurturing an attitude of courtesy,helpfulness and sensitivity to the public.
Operational Efficiency: Obtains the best possible result for the resources expended.
Honesty/Integrity: Is consistently open,honest, straightforward and impartial.
Adaptability:Responds positively and in a timely manner to a changing local government and a
changing world and community.
Initiative: Uses initiative to develop new programs to meet the needs of the City or resolve
identified problems;implements or modifies procedures and programs necessary to improve
organizational effectiveness and efficiency.
Resiliency: Maintains energy and motivation in spite of constant demands,handles stress well.
Ethical Standards: Conforms to high standards of profession.
Managerial and Administrative Performance
Accessible and maintains good rapport with elected officials, staff, and the public.
Makes tough decisions when necessary.
Ability to work with the press and media.
Implements City Council decisions loyally.
Accepts responsibility willingly.
Seeks out with candor regarding issues.
Personal Qualities
Mature professional and personable.
Sense of humor.
Open/forthright.
Can be tough when occasion demands- Makes tough decisions.
Sensitive and considerate.
Self-confident.
Good personal appearance.
Enjoys people and is friendly.
Manages time well.
Accepts responsibility willingly.
Energetic.
Non-defensive.
Evaluation Completed By:
Date:
******Draft*****
EDGEWATER1 2012 EVALUATION OF CITY MANAGER
***Note: Underline= delete ; = Insert***
City Manager Name:
Identify performance score by placing the performance level score in the box associated with the evaluated
section.
1 = Unsatisfactory 2 = Improvement Needed 3 = Meets Expectations
4 = Exceeds Expectation 5 = Outstanding Score
Professional Skills
Leadership: Represents the City on a professional manner;demonstrates courtesy,tact and
skill in dealing with sensitive matters and in dealing with others;maintains an overall warm and
personable attitude.
Decision Making/Judgment: Makes Timely decisions that are well thought out and in the
best interest of the City;accepts responsibility for outcomes;handles difficult situations in a
professional and proactive manner. Is a proactive problem solver.
Coordination:Ability to work with others as a team and express individual viewpoint while
coordinating and learning from input of others. Cooperates and coordinates with City Clerk on
city projects
Budgeting:Provides operating and capital improvement plans and provides for short and long
range plans that anticipate the needs of the community;presents a timely annual budget which
meets the requirement of the Charter and is well documented, organized and one which closely
represents the goals of the City Council.
Financial Management: Accurately and precisely reports and projects financial condition;
budgets realistically;implements management practices and policies to maintain or achieve a
sound long-term financial condition; and plans for long-term maintenance and replacement of
infrastructure.
Financial Reporting: Provide the City Council with timely sufficient reports on the
financial status of the City government in accordance with the Charter and requirements of the
City Council. omit
Financial Control: Controls operational and capital costs through adequate system controls,
cost saving measures, reductions and the judicious and economical utilization of manpower,
material and equipment.
Administrative Skills and Traits
Job Knowledge: Demonstrates knowledge of all aspects of municipal government;and has
working knowledge of state and federal government.
Coordination: Ability to work with others as a team and express individual viewpoint while
coordinating and learning from the input of others.
Creativity: Proactively identifies effective, efficient and innovative solutions to problems and
considers all available alternatives before making recommendations to the City Council.
Planning and Organization: Establishes appropriate course of action for self and
subordinates to accomplish goals;makes proper assignments of staff and appropriate use of
resources; sets realistic objectives with appropriate time frames.
Personnel Management: Effectuates sound personnel selection and placement policies.
Promotes and supports the "public service role" for City employees and emphasizes exemplary
performance.
Motivation and Leadership: Motivates personnel through leadership and training so that they
are increasingly effective in the performance of their duties,in achieving common goals and
objectives and in nurturing an attitude of courtesy,helpfulness and sensitivity to the public.
Effectively evaluates employee performance, acts on the results.
Operational Efficiency: Obtains the best possible result for the resources expended. Handles
disputes quickly and effectively omit
Honesty/Integrity: Is consistently open,honest, straightforward and impartial. 'OMIT
Adaptability: Responds positively and in a timely manner to a changing local government and a
changing world and community. OMIT
Initiative: Uses initiative to develop new programs to meet the needs of the City or resolve
identified problems;implements or modifies procedures and programs necessary to improve
organizational effectiveness and efficiency.
Resiliency: Maintains energy and motivation in spite of constant demands, handles stress well.1 Omit
Ethical Standards: Conforms to high standards of profession. IOmit
Relationship with City Council
Planning and Organization:Works with City Council developing and implementing long and
short term goals and objectives;makes effort to carries out the goals and policies and programs
of the City Council;demonstrates ability to anticipate needs of the City and recommends
options to appropriately respond to the needs;and sets realistic objectives with appropriate time
frames.
Follows Direction:Understands and follows the City Council direction.Presents the City
Council policies and positions on issues to the citizens,staff and organizations accurately,
equitably, and effectively.
Legislative:Advises the City Council on relevant concerns, legislation and developments in
the area of public policy affecting the City of Edgewater.
Responsiveness: Responds in a timely manner to the requests of the City Council and citizens.
Access:Available to the City Council and others on official business either personally or
through designated subordinates.
Relationship with City Council: Develops and maintains an effective and professional
dialogue with City Council on a formal and informal basis. Omit
Interactive Skills
Interpersonal Relationships: Demonstrates ability to cooperate,work and communicate with
the City Council,City attorney, subordinates staff and outside contacts.
Community Relations: Maintains positive relations with community groups and organizations;
attends community functions;and effectively communicates the City Council's position to staff
and public.
Governmental Relations: Deals effectively with other governments and governmental
agencies in representing the City of Edgewater.
Dispute Resolution: Handles disputes or complaints involving citizens in an effective,
equitable,and timely and professional manner.
Communication Skills
City Council: Openly communicates with the City Council,promptly and properly responds to
requests,keeps the City Council informed of current issues about matters critical to the City
Council's goals and policy-making role.
Press:Maintains a constructive relationship with Press and communicates clearly and
demonstrates effective listening,oral and written skills.
Activities: Reports departmental and staff activities to the City Council in an appropriate and
timely manner.
Staff: Develops and maintains positive relations with staff;communicates clearly and
demonstrates effective listening,oral and written skills.
Residents, Businesses and General Public: Maintains constructive relations with the public;
effectively utilizes tools such as newsletters, press releases,internet and public speaking
opportunities to inform community about City Council action and policies.
Managerial and Administrative Performance
Accessible and maintains good rapport with elected officials, staff, and the public.
Makes tough decisions when necessary.
Ability to work with the press and media.
Implements City Council decisions loyally.
Accepts responsibility willingly. Omit
Seeks out with candor regarding issues. Omit
Personal Qualities
Mature professional and personable.
Sense of humor.
Open/forthright.
Can be tough when occasion demands- Makes tough decisions. _Omit
Sensitive and considerate.
Self-confident.
Good personal appearance.
Enjoys people and is friendly.
Manages time well.
Accepts responsibility willingly.
Energetic.
Non-defensive.
•
Major Accomplishments: What major accomplishments have you achieved in the past year?
Goal Identification
What 2 things would you like to achieve in your position for the coming year?
1
2
What 2 things that the City Manager does now that Council Member would most like him/'her
to continue?.
1
2
What 2 things that the City Manager does not do now that Council Member would most like
him/'her do?
1
2
Date:
Evaluator Signiture:
p
EDGEWaTER
****Draft****
2012 EVALUATION OF CITY CLERK
***Note: Underline= delete ; RED = Insert***
City Clerk Name:
Identify performance score by placing the performance level score in the box associated with the evaluated
section.
1 = Unsatisfactory 2 = Improvement Needed 3 = Meets Expectations
4 = Exceeds Expectation 5 = Outstanding Score
Professional Skills
Leadership : Represents the City on a professional manner;demonstrates
courtesy, tact and skill in dealing with sensitive matters and in dealing with others;
maintains an overall warm and personable attitude. Looks for ways to improve
city functions and or operations
Decision Making/Judgment:Makes Timely decisions that are well thought out
and in the best interest of the City;accepts responsibility for outcomes;handles
difficult situations in a professional and proactive manner. Is a proactive problem
solver
Coordination:Ability to work with others as a team and express individual
viewpoint while coordinating and learning from input of others. Cooperates and
coordinates with the city manager on city projects
w
Planning and Organization:Works with City Council developing and
implementing long and short term goals and objectives;makes effort to carryout
the goals and policies and programs of the City Council demonstrates ability to
anticipate needs of the City and recommends options to appropriately respond to
the needs;and sets realistic objectives with appropriate time frames.
Budgeting:Provides operating and capital improvement plans and provides for
short and long range plans that anticipate the needs of the community;presents a
timely annual budget which meets the requirement of the Charter and is well
documented,organized and one which closely represents the goals of the City
Council.
Financial Management Accurately and precisely reports and projects financial
condition;budgets realistically;implements management practices and policies to
maintain or achieve a sound long-term financial condition;and plans for long-
term maintenance and replacement of infrastructure. OYTllt
Financial Reporting: Provide the City Council with timely and sufficient
reports on the financial status of the City government in accordance with the
Charter and requirements of the City Council. Oft
Financial Control: Controls department operational and capital costs through
adequate system controls, cost saving measures,reductions and the judicious and
economical utilization of manpower,material and equipment.
Relationship with City Council
City Council: Openly communicates with the City Council,promptly and
properly responds to requests,keeps the City Council informed of current issues
about matters critical to the City Council's goals and policy-making role.
Relationship with City Council:Develops and maintains an effective and
professional dialogue with City Council on a formal and informal basis.Works
with council to develop and implement long and short range goals
Responsiveness: Responds in a timely manner to the requests of the City
Council and citizens
Follows Direction: Understands and follows the City Council direction.Presents
the City Council policies and positions on issues to the citizens,staff and
organizations accurately,equitably, and effectively. Omit
Access:Available to the City Council and others on official business either
personally or through designated subordinates. omit
Legislative:Advises the City Council on relevant concerns, legislation and
developments in the area of public policy affecting the City of Edgewater. omit
Interactive Skills
Interpersonal Relationships: Demonstrates ability to cooperate,work and
communicate with the City Council,City attorney,subordinates staff and outside
contacts.
Community Relations: Maintains positive relations with community groups and
organizations;attends community functions;and effectively communicates the
City Council's position to staff and public.
Governmental Relations: Deals effectively with other governments and
governmental agencies in representing the City of Edgewater.
Communication Skills
Press:Maintains a constructive relationship with Press and others and
communicates clearly and demonstrates effective listening,oral and written skills.
Activities: Reports departmental and staff activities to the City Council in an
appropriate and timely manner. Provides agendas,minutes etc,accurately and on
a timely basis
f , �
Staff: Develops and maintains positive relations with staff;communicates clearly
and demonstrates effective listening,oral and written skills.
Residents,Businesses and General Public: Maintains constructive relations
with the public;effectively utilizes tools such as newsletters,press releases,
internet and public speaking opportunities to inform community about City
Council action and policies. Coordinates social media to improve communication
with the community,
Administrative Skills and Traits
Job Knowledge: Demonstrates knowledge of all aspects of municipal
government;and has working knowledge of state and federal government.
Management Style:Ability to work with others as a team and express individual
viewpoint while coordinating and learning from the input of others. Handles
election process effectively.
Creativity: Proactively identifies effective,efficient and innovative solutions to
problems and considers all available alternatives before making recommendations
to the City Council. Self-motivated and initiates needed tasks without direction
Planning and Organization: Establishes an appropriate organization, prionu.
•It for self and subordinates to accomplish goals;makes proper
assignments of staff and appropriate use of resources;sets realistic objectives with
appropriate time frames.
Personnel Management: Effectuates Establishes sound personnel selection
and placement policies.Promotes and supports the "public service role" for City
employees and emphasizes exemplary performance. Effectiyely evaluates
employee performance, acts on the results
Motivation and Leadership: Motivates personnel through leadership and
training so that they are increasingly effective in the performance of their duties,
in achieving common goals and objectives and in nurturing an attitude of
courtesy,helpfulness and sensitivity to the public. Has a positive working
relationship with other department employees
Operational Efficiency: Obtains the best possible result for the resources
expended. Handles disputes quickly and effectively
Honesty/Integrity: Is consistently open.honest, straightforward and impartial. omit
Adaptability: Responds positively and in a timely manner to a changing local
government,and a changing world and community. omit
Initiative: Uses initiative to develop new programs to meet the needs of the City
or resolve identified problems;implements or modifies procedures and programs
necessary to improve organizational effectiveness and efficiency.
Resiliency: Maintains energy and motivation in spite of constant demands,
handles stress well. omit
Ethical Standards: Conforms to high standards of profession. _omit
Managerial and Administrative Performance
Accessible. Maintains good rapport with elected officials, staff, and public.
Makes tough decisions when necessary.
Ability to work with the press and media.
Implements City Council decisions loyally.
Accepts responsibility willingly.
Seeks out with candor regarding issues. omit
Personal Qualities
Mature professional and personable.
Sense of humor.
Open/forthright.
Can be tough when occasion demands-Makes tough decisions. omit
Sensitive and considerate.
Self-confident.
Good personal appearance.
Enjoys people and is friendly.
Manages time well.
Accepts responsibility willingly.
Energetic.
Non-defensive.
Major Accomplishments: What major accomplishments have you
achieved in the past year?
Goal Identification
What 2 things would you like to achieve in your position for the coming year?
1
2
What 2 things that the City Clerk does now that Council Member would most
like him/'her to continue?
1
2
What 2 things that the City Clerk does not do now that Council Member would
most like him/'her do?
1
2
Date:
Evaluator Signiture: