HomeMy WebLinkAboutAgenda - 03-12-2013 - 4 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 12, 2013
Action Agenda
Item No. 4
SUBJECT: Discussion on Facilitating the Performance Evaluation Process for Three Staff
Members Appointed by the Board — County Attorney, Clerk, and Manager
DEPARTMENT: County Commissioners PUBLIC HEARING: (Y/N) No
ATTACHMENT (S): INFORMATION CONTACT:
Attachment A: Proposed Scope of Work: Commissioner Renee Price
Facilitating the County Attorney, Clerk, Commissioner Penny Rich
and Manager Performance Evaluation Clerk to the Board Donna Baker, 919-
Process 245-2130
Attachment B: Proposed Scope of Work:
Facilitating the County Manager
Performance Evaluation Process
PURPOSE: To discuss the facilitation of the performance evaluation process for three staff
members appointed by the Board — County Attorney, Clerk to the Board and Manager, including
proposed scopes of work.
BACKGROUND: The Board of Commissioners discussed an evaluation process for the three
staff members who are appointed by the Board on February 12th. The Board chose not to move
forward on the proposed evaluation process at that work session and instead choose to appoint
a sub-committee to discuss this issue further and come back to the Board with
recommendations. The sub-committee consisted of Commissioner Renee Price, Commissioner
Penny Rich and Clerk to the Board Donna Baker. The sub-committee met on February 20th
with a proposed facilitator, Peg Carlson, and after discussions is proposing two scopes of work
for consideration for the evaluation process:
Attachment A: Proposed Scope of Work: Facilitating the County Attorney, Clerk, and Manager
Performance Evaluation Process
Attachment B: Proposed Scope of Work: Facilitating the County Manager Performance
Evaluation Process
The proposed project goals for the evaluation process are:
■ Provide County Attorney, Clerk, and Manager with feedback on her/his performance,
identifying strengths and areas for improvement
• Foster effective communication and strengthen working relationship between Board of
Commissioners and County Attorney, Clerk, and Manager
• Link performance evaluation to decision about compensation for coming year
RECOMMENDATION (S): The Manager recommends the Board discuss and provide any
direction.
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Attachment A
Facilitating the County Attorney, Clerk, and Manager
Performance Evaluation Process
Orange County, NC
Proposed Scope of Work from Peg Carlson, Ph.D.
February 2013
Project goals:
• Provide County Attorney, Clerk, and Manager with feedback on her/his
performance, identifying strengths and areas for improvement
• Foster effective communication and strengthen working relationship
between Board of Commissioners and County Attorney, Clerk, and
Manager
• Link performance evaluation to decision about compensation for coming
year
Proposed project steps and dates for County Attorney and Clerk
evaluations:
Step is Initial planning for Attorney/Clerk evaluation (Feb.-Mar.)
Peg Carlson confers with subcommittee of Commissioners, Clerk,
and Attorney to agree on evaluation form, process and timeline for
Attorney and Clerk evaluations.
Step 2: Revise evaluation form and process as needed (March)
Peg Carlson incorporates any revisions suggested in Step 1 and
sends form and instructions to Commissioners. Attorney/Clerk
prepares self-assessment and distributes to Commissioners.
Step 3: Compile ratings and comments (early-mid April)
Prior to the evaluation discussion, Peg Carlson compiles ratings and
comments from Commissioners and prepares summary for
Commissioners, Attorney and/or Clerk.
Step 4: Attorney/Clerk performance evaluation (late April)
Peg Carlson facilitates evaluation discussion with Board of
Commissioners, Attorney, and/or Clerk participating. In addition to
looking back at the past year, this session will include a portion
where the Board and Attorney or Clerk agree on performance
objectives for the coming year.
Step 5: Debrief and agree on next steps (May)
Peg Carlson meets with subcommittee to identify lessons learned
from evaluation process and propose any changes in preparation
for County Manager evaluation in October.
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Attachment A
Proposed steps and dates for County Manager evaluation:
Step is Initial planning for Manager evaluation (August)
Peg Carlson confers with subcommittee of Commissioners and
County Manager to agree on evaluation form, process and timeline
for Manager evaluation.
Step 2: Revise evaluation form and process as needed (late Aug.)
Peg Carlson incorporates any revisions suggested in Step 1 and
sends form and instructions to Commissioners. Manager prepares
self-assessment and distributes to Commissioners.
Step 3: Compile ratings and comments (September)
Prior to the evaluation discussion, Peg Carlson compiles ratings and
comments from Commissioners* and prepares summary for
Commissioners and Manager.
Step 4: County Manager performance evaluation (October)
Peg Carlson facilitates evaluation discussion with Board of
Commissioners and County Manager participating. In addition to
looking back at the past year, this session will include a portion
where the Board and Manager agree on performance objectives for
the coming year.
Step 5: Debrief and agree on next steps (November)
Peg Carlson meets with subcommittee to identify lessons learned
from evaluation process and propose any changes for future years.
*Options include having Commissioners fill out evaluation form on their own, or
arranging individual meetings with Peg Carlson to share their feedback.
Estimated project cost:
I expect that this project will take 21-27 hours of my time, depending on whether
individual Commissioner interviews will be part of the process. My government
rate is $185/hour. The total estimated cost for this project is $3885-$4995 plus
any mileage and materials expenses incurred.
Contact information:
Margaret S. (Peg) Carlson, Ph.D.
1024 Gloria Avenue
Durham, NC 27701
919.971.5233
peg@pegcarlson.com
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Attachment B
Facilitating the County Manager
Performance Evaluation Process
Orange County, NC
Proposed Scope of Work from Peg Carlson, Ph.D.
March 2013
Project goals:
• Provide County Manager with feedback on his performance, identifying
strengths and areas for improvement
• Foster effective communication and strengthen working relationship
between Board of Commissioners and County Manager
• Link performance evaluation to decision about compensation for coming
year
Proposed project steps and dates for County Manager
evaluation:
Step is Initial planning for Manager evaluation (August)
Peg Carlson confers with subcommittee of Commissioners and
County Manager to agree on evaluation form, process and timeline
for Manager evaluation.
Step 2: Revise evaluation form and process as needed (late Aug.)
Peg Carlson incorporates any revisions suggested in Step 1 and
sends form and instructions to Commissioners. Manager prepares
self-assessment and distributes to Commissioners.
Step 3: Compile ratings and comments (September)
Prior to the evaluation discussion, Peg Carlson compiles ratings and
comments from Commissioners* and prepares summary for
Commissioners and Manager.
Step 4: County Manager performance evaluation (October)
Peg Carlson facilitates evaluation discussion with Board of
Commissioners and County Manager participating. In addition to
looking back at the past year, this session will include a portion
where the Board and Manager agree on performance objectives for
the coming year.
Step 5: Debrief and agree on next steps (November)
Peg Carlson meets with subcommittee to identify lessons learned
from evaluation process and propose any changes for future years.
*Options include having Commissioners fill out evaluation form on their own, or
arranging individual meetings with Peg Carlson to share their feedback.
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Attachment B
Estimated project cost:
I expect that this project will take 12-18 hours of my time, depending on whether
individual Commissioner interviews will be part of the process. My government
rate is $185/hour. The total estimated cost for this project is $2220-$3330, plus
any mileage and materials expenses incurred.
Contact information:
Margaret S. (Peg) Carlson, Ph.D.
1024 Gloria Avenue
Durham, NC 27701
919.971.5233
pegppegcarlson.com