Mayor's Office (604) 541-2131 City Administrator's Office (604) 541-2133 City Clerk's Office (604) 541-2212 Fax (604) 541-9348 THE CORPORATION OF THE CITY OF WHITE ROCK 15322 BUENA VISTA AVENUE, WHITE ROCK, B.C. V4B 1Y6 GOVERNANCE AND LEGISLATION SUB-COMMITTEE (CAO REVIEW POLICY) February 4, 2011 A meeting of the GOVERNANCE AND LEGISLATION SUB-COMMITTEE (CAO REVIEW POLICY) will be held in the BOARDROOM at City Hall on MONDAY, FEBRUARY 7, 2011 directly following conclusion of the Regular Council Meeting scheduled to begin at 7:00 p.m. for the transaction of business as listed below. T. Arthur, City Clerk A G E N D A Mayor Ferguson, Chairperson 1. APPROVAL RECOMMENDATION: THAT the Governance and Legislation Sub-Committee (CAO Review Policy) adopt the agenda for its February 7, 2011 meeting as circulated. 2. PREVIOUS NOTES Page 3 Governance & Legislation Sub-Committee Meeting (CAO Review Policy) November 15, 2010. RECOMMENDATION: THAT the Governance and Legislation Sub-Committee (CAO Review Policy) adopt the notes from the November 15, 2010 meeting as circulated. 3. REPORT 3.1 CAO ANNUAL PERFORMANCE REVIEW POLICY Page 5 Report from the Director of Human Resources dated February 7, 2011 titled CAO Annual Performance Review Policy. RECOMMENDATION #1 That the Governance sub-committee (CAO Review Policy) receives for information the February 7, 2011 report from the Director of Human Resources titled CAO Annual Performance Review Policy. Page 1
February 7, 2011 - Governance and Legislation Sub- Committee (CAO Review Policy) Agenda Page No. 2 RECOMMENDATION #2 That the Governance and Legislation Sub-Committee (CAO Review Policy) recommend the proposed draft policy Council 126 - Chief Administrative Officer (CAO) Annual Performance Review be forwarded to Governance and Legislation Committee for approval. 4. COMMITTEE STATUS Clerk s Note: If the task assigned is now complete, a motion to dissolve the Sub- Committee may be considered. 5. CLOSURE Page 2
Notes of a City of White Rock Governance and Legislation Sub-Committee Meeting (CAO Review Policy) held in the City Hall Boardroom November 15, 2010 1 PRESENT: STAFF: Mayor Ferguson, Chairperson Councillor Fathers Councillor McLean P. Clark, City Manager T. Arthur, City Clerk Press: 1 Mayor Ferguson: Chairperson The Governance and Legislation CAO Review Policy sub-committee meeting was called to order at 8:15 p.m. 1. PREVIOUS MEETING NOTES Governance & Legislation Sub-Committee Meeting (CAO Review Policy) Oct. 25, 2010 notes were circulated for information purposes. 2. BEST PRACTICES DISCUSSION The sub-committee agreed to refer all information noted below to the Director of Human Resources with a request that a draft policy be prepared that would include an outlined process and instrument to use for an annual review of the Chief Administrator s (City Manager) position. Internal Survey Conducted 14 Municipalities responded Additional Notes from Internal Survey HRAC Survey Directors / CAOs Performance Appraisals District of North Vancouver, Senior Staff Performance Appraisal Maple Ridge 2010 Performance Plan White Rock CAO 2006 2007 Evaluation Template Guide for New CAO Administrative Officers City of Langley CAO Performance Appraisal Template Additionally the sub-committee has requested the following also be addressed / taken into consideration within the policy: - Use of technology software (360) including SMT etc. - No survey monkey written and verbal preferred (give options and their pros / cons) - Council Blog or database that can be updated when desired (only Council can see) in order to give feedback following meetings or matters they want to comment on. Notation would be for all feedback types and include suggested development areas of growth (to be included as part of the review) - Information source will be gathered on an ongoing basis and shared with the City Manager as noted in the policy - The City Manager Agreement, particularly section 1.8 it is to be ensured that it runs parallel to the proposed policy Page 3
Notes of a City of White Rock Governance and Legislation Sub-Committee Meeting (CAO Review Policy) held in the City Hall Boardroom November 15, 2010 2 The Director of Human Resources will bring forward a proposed policy for approval by the Governance and Legislation Committee. Target meeting date for the draft policy to be presented: December 13/10 at 6:00 p.m. The Chair declared the Governance and Legislation CAO Review Policy sub-committee meeting concluded at 8:20 p.m. Mayor Ferguson, Chairperson T. Arthur, City Clerk Page 4
THE CORPORATION OF THE CITY OF WHITE ROCK CORPORATE REPORT DATE: February 7, 2011 TO: FROM: Governance & Legislation Sub-Committee (CAO Review Policy) Jacquie Johnstone, Director of Human Resources SUBJECT: CAO Annual Performance Review Policy RECOMMENDATION: THAT the Governance and Legislation Sub-Committee (CAO Review Policy): a) receives for information the February 7, 2011 report from the Director of Human Resources titled CAO Annual Performance Review Policy ; and b) recommends the proposed draft policy Chief Administrative Officer (CAO) Annual Performance Review Council 126 be forwarded to Governance and Legislation Committee for approval. INTRODUCTION: On November 15, 2010, the Governance and Legislation Sub-Committee (CAO Review Policy) passed a motion recommending that the Director of Human Resources bring forward a proposed CAO Annual Performance Review policy for approval by the Governance and Legislation Committee. The Director of Human Resources was directed to include within the draft policy an outlined process and an instrument to conduct the annual review. The Director of Human Resources was also to address/take into consideration the use of 360 degree feedback software, a medium for providing feedback to the CAO on an ongoing basis, as well as ensure the performance review process runs in parallel to Section 1.8 of the CAO s Employment Agreement. COUNCIL GOAL: N/A PAST PRACTICE / POLICY / LEGISLATION: It is specified in Section 3.1(b) of the current incumbent s Employment Agreement that the Mayor and City Council shall review and evaluate the CAO s performance and compensation on an annual basis. Page 5
CAO Annual Performance Review Policy Page No. 2 In January 2007, it was resolved by the then Personnel and Project Approval Committee that the Annual Evaluation of the CAO would be held in January of each year to allow the performance review to conclude with setting objectives linked to Council goals for each upcoming year. During the CAO s 2008 performance review process, it was resolved that an independent resource conduct the review process in January of any given year for the preceding year. The reviews were to be based on a leadership competency framework and a summary report provided to Council by March of any given year. ANALYSIS: It is recommended that Council conduct a formal review of the CAO s performance on an annual basis in January of each year. The formal review will provide Council the opportunity to review the CAO s performance for the prior year and to clarify goals and expectations for the upcoming year. It is suggested that the CAO s annual performance review process will consist of two assessments: 1. Council s assessment of the CAO s performance in meeting the annual performance goals. These goals will be based on the corporate goals set by Council for the year and may include the CAO s personal learning and development plans. Performance measurements are to be defined within Council s goal setting process or defined through the corporate performance measurement process. 2. A 360 degree assessment of leadership competencies deemed critical to the CAO s success. The assessment of leadership competencies will include Council, Senior Management, the CAO s direct reports and any other stakeholders as identified by Council. All assessment feedback will be gathered anonymously and summarized using the City s Performance Pathfinder software. The CAO will provide a self-assessment as part of the annual review process. It is also suggested that a social media site be utilized by individual Council members to provide ongoing feedback to the CAO regarding performance throughout the year. There are no costs associated with social media sites and the security will be set to include only the individual Council members and the CAO. It is also recommended that each year, a Council sub-committee be struck to review the results of the performance assessments, to incorporate some of the feedback provided to the CAO throughout the year, and to prepare a summary report of the results of the annual assessment. The sub-committee chair would then meet with the CAO to review and discuss the report and to communicate the CAO s performance goals for the upcoming year. The recommended CAO Annual Performance Review Policy does not conflict with the City s policies and procedures and the Human Resources Staff Policy Directives. Page 6
CAO Annual Performance Review Policy Page No. 3 BUDGET IMPLICATIONS: There are no costs associated with the recommended process. OPTIONS: N/A CONCLUSION The CAO s Employment Agreement requires the annual evaluation of the employee s performance. The CAO Annual Performance Review Policy will address an annual review of the City Manager s position. Respectfully submitted, Jacquie Johnstone Director of Human Resources Attachment: Draft CAO Annual Performance Review Policy Page 7
THE CORPORATION OF THE CITY OF WHITE ROCK 15322 BUENA VISTA AVENUE, WHITE ROCK, B.C. V4B 1Y6 POLICY TITLE: CHIEF ADMINISTRATIVE OFFICER (CAO) ANNUAL PERFORMANCE REVIEW POLICY NUMBER: - COUNCIL 126 Date of Council Adoption: Council Resolution Number: Originating Department: Human Resources Date of Last Amendment: Historical Changes (Amends, Repeals or Replaces) Date last reviewed by the Governance and Legislation Committee: Policy: 1. Council will conduct a formal review of the CAO s performance on an annual basis in January of each year. The formal review will provide Council the opportunity to review the CAO s performance for the prior year and to clarify goals and expectations for the upcoming year. 2. As part of the review, Council will ensure that the CAO is advised on areas needing improvement, where necessary, and that the CAO receives recognition for satisfactory or outstanding performance. 3. The performance review process will include Council s assessment of the CAO s performance in meeting the annual performance goals, as well as a 360 degree assessment of leadership competencies deemed critical to the CAO s success and as outlined in the CAO s Employment Agreement. The City s Performance Pathfinder software will be used to gather and summarize the goal performance and competencies assessments. 4. The annual goals are to be based on the corporate goals set by Council for the year and may include the CAO s personal learning and development plans. Performance measurements are to be defined within Council s goal setting process or defined through the corporate performance measurement process. 5. The 360 degree assessment of leadership competencies will include Council, Senior Management, the CAO s direct reports and any other stakeholders as identified by Council. The feedback will be compiled anonymously and will be combined with the review of goals for the year and the results achieved. Page 8
Council - 126 CAO Annual Performance Review Page 2 6. The CAO will provide a self-assessment on both the competencies and performance sections of the annual review process. 7. Council will provide feedback to the CAO regarding his/her performance on an ongoing basis, pointing out strengths and areas requiring improvement. This information may be gathered through technological means and shared on an ongoing basis with the CAO and may be used as part of the formal annual performance review. 8. Each year, a Council sub-committee shall be struck to review the results of the Performance Management assessments, to incorporate some of the feedback provided to the CAO throughout the year, and to prepare a summary report of the results of the annual assessment. The sub-committee chair will meet with the CAO to review and discuss the report and to communicate the CAO s performance goals for the upcoming year. Rationale: The CAO s Employment Agreement requires the annual evaluation of the employee s performance. Not only is it required by the CAO Employee Agreement, but such evaluation is important in order to maintain an effective Council and CAO relationship. As the Employer, Council has an obligation to relate to the CAO their desire for him or her to focus on particular community needs, projects and priorities. These needs, projects and priorities are not an individual Council member s direction, but the agreed direction of Council. As well, the Employer has the responsibility to clearly communicate to let the CAO know that his or her contributions are recognized and acknowledged. Page 9