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ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date:
February 12, 2013
Action Agenda
Item No.
3
SUBJECT:
Discussion on Evaluation Process for Three Staff Members Appointed by the
Board
DEPARTMENT:PUBLIC HEARING: (Y/N)
County CommissionersNo
ATTACHMENT(S):
INFORMATION CONTACT:
Donna Baker, 919-245-2130
Draft Employee Evaluation Process for
County Manager, County Attorney,
and Clerk to theBoard
PURPOSE:
To discuss a potential evaluation process for three staff members appointed by the
Board – the County Manager, the County Attorney, and the Clerk to the Board.
BACKGROUND:
The Board of Commissioners formally evaluates the activities and
performance of the County Manager, County Attorney, and Clerk to the Board on an annual
basis. In some past instances the Board has utilized established evaluation tools/documents
relative to each staff member. More recently the Board has not utilized a standard processor
tool. This has led to some discussion among Board members regarding the development of an
evaluation processto guide all Board members and ensure all applicable areas are addressed.
The Board discussed this matter during an October 20, 2011 Closed Session. The approved
and opened ClosedSession minutes from that meeting note the following:
DRAFT EVALUATION DISCUSSION
The Board reviewed a draft evaluation form/format for all three (3) appointed positions
that was presented by Commissioner Gordon and Commissioner Hemminger (it had
been suggested last spring that these two board members bring forth a draft evaluation
form for discussion/adoption by the Board as a future date).
Forms to be compiled prior to the meeting and to be available for use during an
evaluation
Discussion on follow-up process by the Board after the Chair has presented the
evaluation findings to the employee
The Boardcan review and discuss the draft evaluation processand determine the next steps
necessary.
The County Attorney and Clerk to the Board annual evaluations are scheduled for March 26,
2013. The County Manager’s annual evaluation is scheduled for October 22, 2013.
FINANCIAL IMPACT:
There is no financial impact associated with discussion of a potential
evaluation process for three staff members appointed by the Board – the County Manager, the
County Attorney, and the Clerk to the Board
RECOMMENDATION(S):
The Manager recommends that the Board review and discuss a
potential evaluation process for three staff members appointed by the Board – the County
Manager, the County Attorney, and the Clerk to the Board – and provide any direction to staff.
DRAFT
Orange County Board of Commissioners
Employee Evaluation Process
for County Manager, County Attorney, and Clerk to the Board
I. Process Prior to the Board of County Commissioners (BOCC) Meeting
A. Approximately three weeks prior to each employee’s evaluation due date, the Clerk to the
Board will mail out evaluation packets to the BOCC. This packet will include the Board adopted
evaluation form for the position, with instructions.
B. The following week, Board responses for the Manager and Attorney evaluations are dueto
the Clerk to the Board, and responses for the Clerk are due to the BOCC Chair, so that the
responses may be included in the BOCC agenda packet.
C. The summary of Board member ratings and responses will be mailed in the BOCC closed
session agenda packet. In addition, the packet will include the summary of the process to be
followed, the action to be taken, information on the employee’s current salary and status, and
the proposed work plan/goals for the next review period.
The rating categories foroverall performance are listed below.
1 Unsatisfactory
2 Needs Improvement
3 Proficient
4Proficient with Superior Meritorious Service Award
5Exceptional with Exceptional Meritorious Service Award
II. BOCC Meeting (Closed Session)
A. The employee will be given an opportunity at the beginning of the BOCC closed
session to speak with the commissioners regarding his/her performance.
B. The BOCC will consider all performance-related information during the closed session and
determine the performance rating of the employee, using the scale in I.C above, and based on
the average of all Board responses received and the Board discussion.
C. Once the Board has agreed upon the performance rating for the employee in closed
session, the Board will return to open session. The Board is encouraged not to make any
comments regarding the employee’s evaluation or performance in open session. Any changes
in salary or the employee's contract will be handled as a budget amendment on the agenda of a
subsequent BOCC regular meeting.
D. As soon as possible after the Board meeting, the Board Chair will meet with the employee
to discuss the evaluation and work plan/goals for the next review period. At that time, the
employee will be given a copy of the summary of Board member ratings and responses.
III. Employee’s Work Plan/Goals
A.The employee will prepare a proposed work plan/goals for the next review period and
submit it prior to the mailing of the BOCC closed session agenda packet for the meeting at
which his/her evaluation will be discussed.
DRAFT
B.The BOCC will adopt a work plan/goals by which the employee will be evaluated for the next
review period.
IV. Employee’s Current Salary and Status
The information on the employee’s current salary and status, as outlined in I.C above, will include
the following:
Employee Name: __________________________________________
Employee Title: __________________________________________
Date Hired: _________________________________________
Current Salary: __________________________________________
Amount of vacation time ___________________________________________
Other benefits ___________________________________________