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HomeMy WebLinkAbout1994 06-06 CCM Special Work Session MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA SPECIAL WORK SESSION JUNE 6, 1994 CITY HALL COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council met in special work session and was called to order by Mayor Todd Paulson at 7:03 p.m. ROLL CALL Mayor Todd Paulson, Councilmembers Celia Scott, Barb Kalligher, and Kristen Mann. Also present were City Manager Gerald Splinter, City Attorney Charlie LeFevere, and Council Secretary Barbara Collman. Councilmember Dave Rosene arrived at 7:14 p.m. CONSIDERATION OF PERSONNEL EVALUATION PROCESS The City Manager noted the contents of the materials packet distributed. He commented a performance evaluation is usually conducted by the employer or supervisor, and the complicating factor in this case is that there are five "employers" or "supervisors" of the City Manager position. Councilmember Kalligher asked whether the Council should pick a procedure and whether, once the process is chosen, the councilmembers will meet with the City Manager individually or as a group. The City Attorney replied the Council must choose an evaluation procedure and that choice will determine whether there is a group session or individual sessions with the employee. Councilmember Kalligher commented the City Manager should be offered responses to actions taken, observations made by councilmembers, and goals for the future. She said the Council should "brainstorm" and develop individual goals for the City Manager as that would be helpful to him. She added if the councilmembers work together it would be a more timely process. The City Attorney said the evaluation can be done either by the councilmembers themselves or by a professional consultant, and once that decision is made it can still be changed. He suggested two common procedures, that of each member meeting with the City Manager individually and then sharing those results with the group, or that of each councilmember performing an individual evaluation, then discussing it with the group and then the group meeting with the City Manager. He said an effort should be made for the councilmembers 6/6/94 l to agree so that the employee does not end up with "mixed signals." Councilmember Kalligher asked whether one -to -one sessions would be closed. The City Attorney said they would be closed. However, if the Council plans to meet as a whole it must announce the purpose of the meeting and that it is closed. Then, the next time the Council meets it must summarize the closed meeting. The group evaluation meeting must be closed unless the subject requests it to be open, according to the Open Meeting Law. Councilmember Scott said she preferred the City of New Hope evaluation form, which rates on a nine to one scale. She said the format seems thorough and allows for information - sharing at the end of the procedure so the councilmembers can know the thoughts of the other councilmembers. She also said she liked the "progress discussion." She said often employees create their own goals and this would help prevent misunderstandings concerning job performance. Councilmember Mann stated she agreed on the appropriateness of the City of New Hope form and the "progress discussion." She added the Council should see that the City Manager has some leeway in regard to when this process begins. Councilmember Dave Rosene arrived at 7:14 p.m. The City Manager reviewed how he, as a supervisor, performs employee evaluations. He said, referring to the evaluation of his position, there are various procedures and none is the "right" procedure. Councilmember Kalligher said she likes the idea of the "progress discussion" because it allows the employee to offer his opinion. Councilmember Scott said each councilmember would have a copy of the other members' evaluation when they met together; that way they would be exposed to different perspectives. Mayor Paulson agreed with the group discussion concept and said he thinks perhaps that element should come first in the process. Councilmember Rosene added the group discussion would result in a focus for each question rather than leaving it open to various interpretations. He said a common interpretation is needed in order to determine a number rating. Councilmember Kalligher said the rating should be based on each councilmember's interpretation. She said she disagreed with the idea of deciding together what each question means as that influences each individual's thoughts. Mayor Paulson said he would like the benefit of hearing other councilmembers' thoughts. Councilmember Kalligher said that activity should occur at the end of the process; Mayor 6/694 -2- Paulson repeated it should occur at the beginning of the process. Councilmember Mann offered the plan of the City Manager completing his portion, each councilmember completing their portion, the group meeting together, and then the group meeting with the City Manager. Councilmember Scott said the statements are written clearly and shouldn't require discussion to interpret. Mayor Paulson said if individuals give ratings without group discussion they might become locked into their position. Councilmember Scott said a position can be changed but there must be a starting point. She said she thinks each councilmember should do an evaluation then the group should meet to form a unit evaluation. Councilmember Kalligher added the group meeting should be closed and the councilmembers should have read all comments prior to the meeting. Councilmember Scott commented the process is complicated but it needs to start on paper. She said when the evaluation is completed, the City Manager should be given clear statements and guidelines. The evaluation needs to be performed; putting it off is not fair to the City Manager. Councilmember Kalligher expressed concern about councilmembers handling confidential information during this process. The City Attorney replied any information will be respected as usual; security will be maintained. Councilmember Scott said the evaluation materials are clear and complete; they say to give an employee a chance to express his viewpoint and to ask the employee for his concerns. She said each councilmember must justify the ratings he gives to himself. The City Manager added evaluating employees is tough because it is subjective. He said the Job Profile document gives a split of duties, sub - duties, and tasks. The figures are averaged over two, three, or four years but will give an idea of the time spent. Councilmember Scott asked Mayor Paulson which evaluation form he preferred. Mayor Paulson agreed with Councilmember Scott on some points, but wants to make sure the Council is thinking in the same way. The City Attorney offered a review of Councilmember Mann's stated schedule: performance progress discussion completed by the City Manager using the Brooklyn Center form, circulation of that form to all councilmembers; completion of New Hope form by each councilmember, circulation of that form to the City Manager and other councilmembers; personal interviews of the City Manager by each councilmember individually, making supervisor's notes; exchange of supervisor's notes by councilmembers; meeting of City Council with the City Manager. The City Attorney added that would be an appropriate - 6/6/94 -3- opportunity to suggest changes in the job description, etc. Councilmember Scott suggested each Councilmember could submit a letter with the summary to address anything that needs to be changed. The City Attorney said the councilmembers should feel free to communicate outside of the evaluation form if necessary. The City Manager noted the job description does not fit the new ADA requirements. Mayor Paulson agreed there are other aspects which need to be considered, such as the job description, phone records, car usage, etc. The City Attorney said those statistics fall under procedure consideration rather than job evaluation. He added that data should be presented at an open Council meeting rather than a closed session. The City Attorney commented before the Council meets, the members should feel free to communicate to each other on what goals they want presented. In step one, items can be added to the evaluation. The City Manager added the Council might want to modify the form after the evaluation is completed. He said with the new budget, time will be allocated by more specific categories. The City Attorney suggested a timetable be set. Councilmember Scott said the members should begin their evaluation as soon as the City Manager completes his part. The procedure should not involve the entire summer. Councilmember Kalligher suggested completion by July 15. The City Attorney mentioned the first part will take some time. The City Manager asked the City Attorney to prepare a description of the evaluation process. Councilmember Scott agreed there should be a description of the process by the next Council meeting so it can be reviewed. She asked whether step two could be completed in two weeks. Councilmember Rosene questioned whether it was necessary to have the City Manager's evaluation before councilmembers begin working on their part. Councilmember Scott said it was not necessary. It was decided that after the City Manager's evaluation is done the councilmembers will have two weeks to complete their evaluations. 6W-94 -4- . Councilmember Kalligher asked whether that is two weeks from Monday night. Councilmember Mann said to wait a week to review the others' evaluations. The City Manager asked for a rough schedule. The City Attorney said all evaluations will be in by July 15. They will then be circulated and interviews can be scheduled. Maybe supervisor's notes can be exchanged in early August. Councilmember Rosene said he was hopeful the timeline can be followed. Councilmember Scott said once the schedule is set the evaluation will go O.K. unless something comes up. She said there should not be expectations communicated to the general public in case the timeline does not work out. The City Attorney said the councilmembers should submit their work as soon as it is done; maybe deadlines will be exceeded. Councilmember Kalligher mentioned updates can be given at regular Council meetings. The City Manager said the New Hope forms would be sent out, and Monday the City Attorney will have them for confirmation. Mayor Paulson said he would agree to the plan since the other members of the Council were satisfied. ADJOURNMENT There was a motion by Councilmember Kalligher and seconded by Councilmember Scott to adjourn the meeting. The motion passed unanimously. The Brooklyn Center City Council adjourned at 7:57 p.m. Deputy City Clerk Todd Paulson, Mayor Recorded and transcribed by: Barbara Collman TimeSaver Off Site Secretarial 6/6/94 -5 -