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AGENDA

GREEN COVE SPRINGS CITY COUNCIL 321 WALNUT STREET, GREEN COVE SPRINGS, FLORIDA

SPECIAL SESSION TUESDAY, JANUARY 8, 2013 - 5:30 P.M.

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Invocation & Pledge of Allegiance to the Flag

RollCall

COUNCIL BUSINESS

1. Discussion regarding Review of Procedures and Process for Evaluation of the City Clerk and City Attorney. Hunter / Lewis

2. Adjournment.

The City Council meets the first and third Tuesday of each month beginning at 7:00 p.m. Meetings are held in City Hall at 321 Walnut Street and audio recordings of the meetings are posted in the City's website at www.greencovesprings.com.

The City may take action on any matter during this meeting, including items that are not set forth within this agenda.

Minutes of the City Council meetings can be obtained from the City Clerk's office. The minutes are recorded, but are not transcribed verbatim. Persons requiring a verbatim transcript may make arrangements with the City Clerk to duplicate the recordings, or arrange to have a court reporter present at the meeting. The cost of duplication andlor court reporter will be at the expense of the requesting party.

Persons who wish to appeal any decision made by the City Council with respect to any matter considered at this meeting will need a record of the proceedings, and for such purpose may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is based.

In accordance with Section 286.26, Florida Statutes, persons with disabilities needing special accommodations to participate in this meeting should contact the City Clerk's office no later than 5:00 p.m. on the day prior to the meeting.

Exparte Communications: Oral or written exchanges (sometimes referred to as lobbying or information gathering) between a Council Member and others, including staff, where there is a substantive discussion regarding a quasi-judicial decision by the City Council. The exchanges must be disclosed by the City Council so the public may respond to such comments before a vote is taken.

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT January 8, 2013

SUBJECT: Review of Procedures and Process for Evaluation of the City Clerk and City Attorney.

BACKGROUND: At the November 20, 2012 Council meeting, Council discussed the need to approve an evaluation instrument for the City Clerk, and set goals for the upcoming year as is being done for all other City employees in the new performance evaluation process. The City Clerk's anniversary date is February 1, 2013; therefore this special session was set for further discussion of this item. A copy of the City Clerk's job description is attached, along with a copy of the performance evaluation form used for City employees. Council may select up to twelve essential job functions/goals/objectives upon which the City Clerk's job performance will be evaluated if you desire to utilize this format.

Since there was not a clear consensus on whether a formal evaluation process was needed for the City Attorney's job performance, Council indicated you would make this determination atthis session also. As you know, the City Attorney position does not have a job description, nor is it in the City's Pay Plan.

RECOMMENDATION:

MOTION:

Submitted: Approved:

Cynt a Hunter, Personnel Director Pamela J. Lewis, May~r

CllY CLERK CfTY ATTY EVAL SR.OOC

GENERAL DESCRIPTION

CITY CLERK 123~1

This is highly responsible administrative work managing and directing the essential activities and functions for the Office of the City Clerk. Considerable latitude in decision-making is given to this depatiment director position. The incumbent may also assist the City Manager by overseeing vadous departmental functions and responsibilities as may be assigned from time to time. This position is by appointment of the City Council and under the administrative direction of the City Manager.

REPORTING RELATIONSIDPS

Reports to: City Manager.

Supervises: Subordinate staff as assigned.

ESSENTIAL POSITION FUNCTIONS

1. Serves as Clerk of the City Council. 2. Coordinates and prepares all agendas and packets for all council meetings. 3. Attends all regular and special council and management staff meetings. 4. Provides for the recording of proceedings and prepares minutes of all Council

regular and special meetings; ensures indexing of Council proceedings for retrieval.

5. Maintains and safeguards books and files of all official City records which include, but may not necessarily be limited to, minutes, ordinances, resolutions, contracts and agreements.

6. Implements a cohtract and agreement tickler system that advises management on all contracts and agreements subject to renewal.

7. Prepares . legal advertisements relating to public hearings on ordinances, rezoning, etc. Types and publishes resolutions, commendations and legal notices required by law or ordinance. Prepares routine resolutions and ordinances.

8. Types letters, contracts, legal documents, budgets, and a variety of other reports and materials, which may include Council agenda items.

9. Accesses; inputs and retrieves infOlmation from a computer. 10. Receives, SOlis and distributes mail. 11. Attests to and countersigns all contracts, bonds, and other instruments as required

by law, and ensures that all Council documents are fully executed by all affected patties.

12. Serves as City's election official. Coordinates and supervises all City elections activities, including but not limited to maintaining records, preparing legal advertisements, certifying the accuracy of candidates' qualifying forins, preparing ballots and coordinating printing, recruiting and appointing poll clerks and inspectors, conducting absentees balloting program, certifying the accuracy of voting records and preparing payroll for election workers.

CITY CLERK Page 2

13. Wdtes letters and reports. Prepares and handles correspondence for City Council. 14. Greets visitors, answers telephone and provides information, resolves complaints

or initiates corrective actions with affected department director to ensure resolution.

15. Maintains appointment calendar, schedules appointments and meetings for City Council.

16. Supervises calendar of activities in Spring Park, Vera Francis Hall Park and other recreational sites.

17. Meets with attorneys, engineers, government officials and pelfonns related duties as required.

18. Directs record retention program in accordance with Department of State guidelines. Coordinates preservation and archival of all City documents.

19. Coordinates codification oiall City ordinances and records as appropriate on an annual basis.

20. Tracks all public records requests; confers with affected department director to ensure timely completion.

21. Prepares and monitors department budget. 22. These essential job functions are not to be considered as a complete statement of

all duties performed. Employees will be required to perform othel' job-related duties as necessary and consistent with the position.

MINIMUM QUALIFICATIONS

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of the organization and functions of City govemment. • Thorough knowledge of City Codes, ordinances and administrative policies and

procedures. • Thorough knowledge of eleciion and record retention laws. • Considerable knowledge of business English, punctuation, spelling and business

arithmetic. • Considerable knowledge of office practices, procedures and equipment. • Ability to type rapidly and accurately. • Ability to input and retrieve data via computer. • Ability to understand and follow complex oral and wdtten instmctions. • Ability to communicate effectively, orally and in writing. • Ability to maintain extensive filing systems, • Ability to establish effective working relationships with other employees, City

officials, department heads, and the general public. • Ability to maintain confidential and sensitive information.

EDUCATION AND EXPERIENCE

Graduation from an accredited four (4) year college with a Bachelor's Degree in business or a related field, and three to five years of progressively responsible work in a managerial position.

CITY CLERK Page 3

Any equivalent combination of training, education and experience that provides the necessary knowledge, skills and abilities may be considered for the minimuril qualifications. Previous experience working in a City Clerk office is prefelTed in a governmental setting. Ability to conduct municipal elections is essential.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS

• Must possess valid Florida Driver's License, Must possess a valid Florida Drivers License, and maintain compliance with Vehicle Use Policy requirements, Section 8.15 (c) in the City's Personnel Manual.

• Must possess certification as Notary, or obtain within sixty (60) days of employment.

• CMC (Certified Municipal Clerk) and/or MMC (Mastel' Municipal Clerk) designation through International Institute of Municipal Clerks desirable.

ESSENTIAL PHYSICAL SKILLS

• Good vision (with or without correction) • Good hearing (with 01' without cOlTection) • Abilityto access, input, and retrieve information from a computer. • Ability to access file cabinets for filing and retrieval of data. • Ability to sit at desk and view a display screen for extended periods oftime. • Ability to communicate both orally and in writing.

ENVIRONMENT CONDITIONS

• Works inside an office environment.

SELECTION GUIDELINES

FOlmal application, rating of education and experience; oral interview and reference check. .

The duties listed above are intended only as illustrations of the various types of work that may be perfOlmed. The omission of statements of duties does not exclude them fi.·om the position if the work is similar, related 01' a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Reasonable accommodation will be made for otherwise qualified individuals with a disability.

Approval: --'-~f+--'---'-'---"":"';:7---'-+----'--- APprovru:6r Ci agel'

Council Approval Date: September 18,2012

CITY OF GREEN COVE SPRINGS

PERFORMANCE EVALUATION FORM

Type of Evaluation: Annual __ Probationary - New Employee __ Probationary - Position Change __ Special

Name: ______________________ _

Position: ___________________ _

Department: __________________ _

Period Covered: ________________ _

Sick Leave Used: _______________ _

Date of Evaluation: ______________ _

All employees of the City of Green Cove Springs are assessed and recognized on how effectively they contribute to the excellence of our organization. The purpose of the Performance Evaluation is to:

> Ensure that everyone is focusing on the areas which support the goals of the department and the City; > Encourage active participation in the planning of individual improvement and development; > Compensate individuals based on their performance and contribution to the organization.

Effective Date: October 1, 2012

Performance Evaluation:

Essential Job Functions / Goals I Objectives: Below or Does Exceeds Meets Not Meet

Exceptional Expectations Expectations Expectations (3.6 - 4.0) (3.0 -3.5) (2.0 - 2.9) (1.0 -1.9)

Combined Total Points -:- __ Essential Job Functions/Goals/Objectives = \,.[ ___ oJ] Page 2


Performance Factors Exceptional

(3.6-4.0) Follows instructions with

Follows Job Instructions exceptional results. Sets high example for peers.

[ I Mid-Year Comments:

Year-End Comments:

Consistently reports to work as Dependability/Attendance/Punctuality scheduled (no days sick/tardy).

Can be depended upon to complete tasks ahead of schedule.

[ J Mid-Year Comments:

Year-End Comments:

ConSistently seeks Compliance With Rules, Regulations improvements and strives for and Procedures. new ideas.


Year-End Comments:

Exceeds Expectations

(3.0 - 3.5) Frequently follows Instructions, often exceeding expectations.

[ J

ConSistently reports to work on schedule « 4 days sick/tardy). Often completes tasks ahead of schedule.

[ J

Consistently complies with established rules, regulations and procedures.

[ J

Meets Expectations

(2.0 - 2.9) Consistently follows instructions and meets expectations.

l J

Reports to work on schedule a majority of the time (4-5 days sick/tardy). Completes assigned tasks on schedule.

[ ]

Frequently complies with established rules, regulations and procedures.

[ . I

Below or Does Not Meet Expectations

(1.0 -1.9) Follows instructions some of the time, but does not always meet expections. Needs improvement.

[ J

Is often late for work or out sick (> 6 days sick/tardy). Completes assigned tasks some of the time. Needs improvement.

[ I

Does not always follow established rules, regulations and procedures. Needs improvement.

l I

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(3.6 -4.0) Consistently strives to learn and

Job Knowledge implement the newest techniques to get tasks completed in a more effective and efficient manner.


Year-End Comments:

Consistently communicates and Interpersonal Skills With The Public interacts effectively with the

public. Sets examples for peers by going the "extra mile".

l I Mid-Year Comments:

Year-End Comments:

Consistently communicates and Interpersonal Skills With Fellow interacts effectively with peers

Workers and supervisors. Consistently shares information.

I J Mid-Year Comments:

Year-End Comments:


(3.0 -3.5) Often tries to learn new techniques to get tasks completed in an effective and efficient manner.

[ J

Frequently communicates and interacts with the public. Usually sets an examples for peers.

I I

Communicates and interacts very well with fellow workers. Often shares information.

[ J

Meets Expectations

(2.0 - 2.9) Completes their assigned tasks commensurate to their knowledge, skills and abilities.

l J

Communicates and interacts effectively with the public. Consistent customer service.

[ J

Communicates and interacts satisfactorily with peers and supervisors on a daily basis.

I I


(1.0 -1.9) Lacks some of the knowledge, or does not have skills and abilities necessary for the pOSition. Needs improvement.

l J

Does not always communicate effectively with public. Needs improvement with customer service.

[ J

Does not always work well with fellow workers and/or supervisors. Needs improvement.

I I

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---------- --------------------------------



(3.6-4.0) Consistently produces

Quality of Work exceptional and accurate work. Always follows up to ensure thoroughness.


Year-End Comments:

Consistently produces more Quantity of Work work than required. Sets high

expectations.

[ ] Mid-Year Comments:

Year-End Comments:

Exceedingly reliable. Will go the Reliability "extra mile" to complete tasks.

Needs no supervision. Takes charge of situation when needed.


Year-End Comments:


(3.0 -3.5) Frequently completes quality work on time. Often follows up to ensure thoroughness.

( J

Frequently produces more work than required. Sometimes goes beyond expectations.

[ ]

Needs minimum supervision. Often completes tasks ahead of schedule.

I I

Meets Expectations

(2.0 - 2.9) Completes work that is accurate. Does follow up when requested.

I J

Produces the required amount of work on a regular basis.

I J

Can be relied upon to complete assigned tasks on time. Consistently does what is expected.

[ ]


(1.0 -1.9) Work is incomplete some of the time. Needs improvement with accuracy.

I J

Sometimes fails to produce the required work. Needs improvement with time management.

I ]

Does not always complete assigned tasks. Requires close supervision. Needs improvement.

( ]

PageS


Performance Factors

Compliance With Safety Rules, Regulations and Procedures

Mid-Year Comments:

Year-End Comments:

Exceptional (3.6 -4.0)

Consistently complies with established safety rules, regulations and procedures, and consistently suggests improvements and new ideas.

r ]


(3.0 - 3.5) Consistently complies with established safety rules, regulations and procedures, and often provides suaaestions for improvements.

r ]

Meets Expectations

(2.0 - 2.9) Complies with established safety rules, regulations and procedures on a regular basis.

I ]

Combined Total Points + 10 Performance Factors = [\,, ___ ,.,J


(1.0-1.9) Sometimes fails to follow established safety rules, regulations and procedures. Needs improvement.

r ]

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SupervisorY Factors Exceptional

(3.6 -4.0) Consistently anticipates

Problem SolvinglDecision Making problems and prepares resolutions. Makes sound decisions with no assistance.

[ J

Mid-Year Comments:

Year-End Comments:

Consistently inspires, promotes, and develops employees.

Leadership Enforces fair, timely, and effective discipline when necessary. Always accepts responsibility.

I I Mid-Year Comments:

Year-End Comments:


(3.0 - 3.5) Frequently able to make sound decisions. Decisions are practical with little assistance.

l J

Frequently inspires and develops employees. Enforces discipline. Often accepts responsibility.

[ I

Meets Expectations

(2.0 - 2.9) Able to reason through problems. Makes correct decisions. Accepts responsibility.

( J

Instructs employees adequately. Manages in a fair and impartial manner.

( ]


(1.0 -1.9) Requires some assistance in problem-solving. Sometimes fails to make correct decisions.

[ J

Sometimes fails to enforce leadership in a fair manner. Employees are not always adequately instructed. Does not always promote proper discipline.

( ]

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Supervisory Factors Exceptional

(3.6 -4.0) Anticipates and prepares for future assignments. Sets

Planning and Organization logical priorities and uses time wisely. Consistently strives to improve organization of work environment.

[ ]

Mid-Year Comments:

Year-End Comments:

Consistently reviews what it takes to successfully complete

Evaluating Direct Reports goals and development before the evaluation process. Establishes goals for the next evaluation period.


Year-End Comments:


(3.0 - 3.5) Consistently demonstrates ability to plan ahead, schedule work, set realistic goals and organize work environment.

[ ]

Consistently completes and reviews performance evaluations on schedule. Often discusses goals and professional development with employees.

[ J

Meets Expectations

(2.0 - 2.9) Frequently demonstrates ability to plan ahead, schedule work, set realistic goals and organize work environment.

[ ]

Completes performance evaluations on schedule.

( ]


(1.0 -1.9) Sometimes fails to demonstrate ability to plan ahead, schedule work, set realistic goals and organize work environment.

[ ]

Sometimes fails to complete performance evaluations on schedule. Evaluations are not thorough and are sometimes incomplete.

[ ]

PageS


Supervisory Factors

Resource Management

Mid-Year Comments:

Year-End Comments:

Training and Educational Identification

Mid-Year Comments:

Year-End Comments:

Exceptional (3.6-4.0)

Consistently manages personnel and equipment in a cost-saVings manner, and always operates within fiscal limits established by budget. Actively seeks to lower costs.

[ ]

Consistently identifies training and educational needs to enhance employee performance. Always encourages employees to excel and seek further training.

[ )


-<3.0 - 3.5) Often manages personnel and equipment in a cost savings manner. Operates within fiscal limits established by budget.

[ J

Identifies employee training and educational needs. Frequently encourages employees to seek more training and education.

[ J

Meets Expectations

(2.0-2.9) Manages personnel and

equipment in a manner consistent with budgetary requirements.

[ ]

Identifies training and educational needs for the employee. Encourages further training.

l ]

CombinedTotal Points + 6 Supervisory Factors = ( .... ___ ...J]


(1.0-1.9) Sometimes fails to manage personnel and equipment in a manner consistent with budgetary requirements. Needs improvement in resource manaaement.

[ J

Sometimes fails to identify training and educational needs. Needs·to improve upon encouraging employees to seek further training.

[ ]

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Name: ____________________________________________ __

Essential Job Functions/Goals/Objectives: Total Score ________ _ Performance Factors: Total Score ________ _ Supervisory Factors: Total Score ________ _

Combined Total _______ _

(Combined Total';' ___ Categories = Performance Rating)

Rater Comments:

Signature:

Department Head Comments(if not Rater):

Signature:

Employee Comments:

Signature:

Date: ______________________________ _

Ratings:

(3.6 -4.0) (3.0 - 3.5) (2.0 - 2.9) (1.0 -1.9)

Exceptional Exceeds Expectations Meets Expectations Below or Does Not Meet Expectations

[ PERFORMANCE RATING: ____ __

Date:

Date:

Date:

AGREE D DISAGREE D REFUSED TO SIGN D

City Manager Approval: Date:

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