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Home My WebLink AboutPACKET Town Board Study Session 2013-05-28* Revised NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was prepared. STUDY SESSION TOWN BOARD Tuesday, May 28, 2013 5:30 p.m. Rooms 202/203 170 MacGregor Ave. AGENDA 5:30 p.m. Future Study Session Agenda Items. 5:40 p.m. Review of Staff Presentations Provided to the Board. 6:00 p.m. Town Administrator Review Process. 6:30 p.m. Meeting Adjourn. To: Honorable Mayor Pinkham Board of Trustees Town Administrator Lancaster From: Jackie Williamson, Town Clerk Date: May 23, 2013 RE: Future Town Board Study Session Items May 29, 2013 Town Board Retreat June 11, 2013 Mayor’s Contingency Fund Development Plan Review Process Funding for Economic Development June 25, 2013 Update on Insurance Coverage June 26, 2013 Pre Budget Meeting July 9, 2013 Proposed Amendments to Policy 101 – Board Assignments Other Items Not Currently Scheduled for Town Board Study Sessions • Revision to Stanley Historic District Agreement Town Clerk’s Office Memo Procedure for Town Administrator Performance Evaluation Updated Draft for Review at May 28 Study Session; changes shown in this color. Purpose: Ensure meaningful dialogue between the Town Administrator and the Board of Trustees regarding the Town Administrator’s performance, in order to: 1. Identify and agree on areas where performance meets or exceeds expectations; 2. Identify and agree on areas where there are questions or concerns about performance; and, 3. Agree on personal development plans for the coming year. This Evaluation Process Assumes That: 1. A meaningful performance review must achieve agreement between the Board and the T.A. on what’s going well, where improvement is needed, and how to achieve it. 2. A simple evaluation process works better than a complex one. 3. The process must focus on a “critical few” observable performance factors that are the keys to effective organizational leadership. 4. Evaluation criteria must be explicit and clear. 5. Each individual Board member, and the T.A., will provide input. Each Board member may utilize his/her own experience and observations, as well as any input received from the public, in assessing the T.A.’s performance. 6. Individual input is only a starting point for dialogue between the Board and T.A. The Board and T.A. will meet face to face to discuss and understand one another’s ratings and comments. It is through this dialogue that we reach final agreement. Evaluation Process: 1. Focus on 5 Key Areas with observable subcategories: a) Leadership- address these areas: Programs and projects are completed on time and on budget Problems and opportunities are identified and dealt with (by Board or Staff, as appropriate) with a minimum of surprises Budget items are based on clearly defined premises, and are clearly tied to Town goals; reasons for significant financial changes are clearly explained. b) Planning and Organizing- address these areas: Focuses work priorities on issues important to the Town’s future Program and project plans are clearly spelled out, with key steps, critical success factors, and timing requirements identified Prepares for and conducts effective public meetings c) Decision-Making- address these areas: Decisions are consistent with Board policy Basis for major decisions is clear Emergency situations are handled appropriately Decisions are made by Staff, or brought to the Board, in a timely manner d) Communication- address these areas: Materials presented at Board Study Sessions promote clarification and understanding of issues Materials presented at Board Meetings promote constructive debate, and decisions based on understanding of alternatives and implications Staff reports and e-mails contain necessary summary items for the Board e) Community Relations/Interpersonal: Builds/maintains positive relationships with Board of Trustees Builds/maintains positive relationships with Staff Builds/maintains trust and credibility with the community 2. Individually use these criteria to rate performance in each of the above subcategories: Green: Meets or exceeds expectations. Yellow: Meets many but not all expectations. Red: Does not meet expectations. Do not use numerical scale. (See page 4 for proposed format). 3. Each Board member and the T.A. forwards his/her input to a designated Board member (Mayor or Mayor Pro-Tem?) who consolidates everyone’s input and reissues to the group. (See page 5 for proposed format). 4. Meet (public or executive session… at T.A.’s choice) and discuss: o Where we agree; where our opinions differ, and why; o How to reconcile differing opinions o Final areas of agreement and action. 5. Hold additional followup meetings if necessary to ensure understanding and agreement. 6. Summarize results and identify any future upgrades to the process. *** Proposed Format for Individual Input Name of Evaluator: ____________________________________ Date: ______________ Item Rating Comments Leadership: • Programs and projects are completed on time and on budget • Problems and opportunities are identified and dealt with (by Board or Staff, as appropriate) with a minimum of surprises • Budget items are based on clearly defined premises, and are clearly tied to Town goals; reasons for significant financial changes are clearly explained. Planning & Organizing: • Focuses work priorities on issues important to the Town’s future • Program and project plans are clearly spelled out, with key steps, critical success factors, and timing requirements identified • Prepares for and conducts effective public meetings Decision-Making: • Decisions are consistent with Board policy • Basis for major decisions is clear • Emergency situations are handled appropriately • Decisions are made by Staff, or brought to the Board, in a timely manner Communication: • Materials presented at Board Study Sessions promote clarification and understanding of issues • Materials presented at Board Meetings promote constructive debate, and decisions based on understanding of alternatives and implications • Staff reports and e-mails contain necessary summary items for the Board Community Relations/Interpersonal: • Builds/maintains positive relationships with Board of Trustees • Builds/maintains positive relationships with Staff • Builds/maintains trust and credibility with the community Proposed Format for Combined Input Item T.A. Trustee Ratings (7) Consensus Leadership • Programs and projects are completed on time and on budget • Problems and opportunities are identified and dealt with (by Board or Staff, as appropriate) with a minimum of surprises • Budget items are based on clearly defined premises, and are clearly tied to Town goals; reasons for significant financial changes are clearly explained. _____ _____ _____ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ _____ _____ _____ Planning & Organizing • Focuses work priorities on issues important to the Town’s future • Program and project plans are clearly spelled out, with key steps, critical success factors, and timing requirements identified • Prepares for and conducts effective public meetings ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ _____ _____ _____ Decision-Making • Decisions are consistent with Board policy • Basis for major decisions is clear • Emergency situations are handled appropriately • Decisions are made by Staff, or brought to the Board, in a timely manner ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ _____ _____ _____ _____ Communication • Materials presented at Board Study Sessions promote clarification and understanding of issues • Materials presented at Board Meetings promote constructive debate, and decisions based on understanding of alternatives and implications • Staff reports and e-mails contain necessary summary items for the Board ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ _____ _____ _____ Community Relations/Interpersonal: • Builds/maintains positive relationships with Board of Trustees • Builds/maintains positive relationships with Staff • Builds/maintains trust and credibility with the community Notes: