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CP62 (City Manager Performance Compensation Evaluation)CITY OF JANESVILLE Policy No. 62 Page 1 of 3 CITY COUNCIL POLICY STATEMENT Date Issued 7/25/88 General Subject: City Manager Revised 12/11/23; 10/28/24 Effective Date 10/29/2024 Specific Subject: Performance and Compensation Evaluation Cancellation Date Proponent: Human Resources Office Supersedes Nos. 54 & 45 1 PURPOSE To establish separate, specific, and distinct times for the Common Council’s evaluation of the City Manager’s performance, compensation, benefits, and other remuneration. STATEMENT OF POLICY 1. There shall be a Common Council evaluation of the City Manager’s performance and compensation, related remuneration and benefits, and such other terms and conditions of employment as the Common Council may decide each year during the month of March. A. This meeting shall be conducted in executive closed session. B. Attendance at this meeting shall be limited to the Councilmembers, the City Manager, and the Human Resources Director. C. Each Councilmember may be provided with an evaluation form to use before the meeting. D. Discussion shall be between the City Manager and all Councilmembers or amongst the Councilmembers only. PROCEDURE The calendar for the Council’s coaching and review and formal evaluation of the City Manager will occur on an annual basis as follows: 1. The City Manager’s evaluation period shall be from the Council’s Organizational Meeting on the third Tuesday of April and run for 12 consecutive months, ending on the day before the next Council’s Organizational Meeting. This aligns the City Manager’s evaluation period to the maximum allowable time and with the annual, fiscal term of the Council. 2. First Meeting in May: In closed session, (1.) The Council will affirm the City Manager’s evaluation criteria, City Manager’s essential duties, and the system by which the City Manager will be formally evaluated the following March, and (2.) The Council will review, refine, and approve the City Manager’s goals for the following 12 months. The City Council may set three to five goals that are specific, measurable, CITY OF JANESVILLE Policy No. 62 Page 2 of 3 CITY COUNCIL POLICY STATEMENT Date Issued 7/25/88 General Subject: City Manager Revised 12/11/23; 10/28/24 Effective Date 10/29/2024 Specific Subject: Performance and Compensation Evaluation Cancellation Date Proponent: Human Resources Office Supersedes Nos. 54 & 45 2 attainable, relevant and time-bound. The City Manager’s goals will be consistent with the essential functions set forth in his job description. The City Manager will be present for this meeting. The Human Resources Director will attend to answer questions. 3. First Meeting in August: In closed session, the Council as a whole informally reviews the City Manager’s job performance accomplishments thus far during the performance evaluation period, based upon the goals and expectations set for the City Manager during his previous performance evaluation. The City Manager will not be present during this meeting. The Human Resources Director will attend to answer questions. 4. Second Meeting in August: In closed session, the Council meets with the City Manager to provide their feedback with and from the City Manager regarding the City Manager’s job performance and progress toward goals. The Human Resources Director will attend to answer questions. 5. First Meeting in March: In closed session, the Council as a whole formally reviews the City Manager’s job performance and accomplishments during the last 12 months, based upon the goals and expectations set for the City Manager the previous May. The City Manager will not be present at this meeting. The Human Resources Director will attend to answer questions. 6. Second Meeting in March: In closed session, the Council conducts the annual evaluation meeting and discusses the overall annual evaluation with the City Manager. The Human Resources Director will attend to answer questions. 7. Informally, coaching and review of the City Manager may occur throughout the year during individual Councilmember and City Manager meetings and/or contacts. When coming forward with individual personal concerns, Councilmembers should be specific and recognize the value of discussing issues as they occur in a timely manner. Councilmembers should address their concerns with the City Manager first. If unresolved, the councilmember should then address their concerns with the Council President. If still unresolved, the Councilmember should address their concerns with the Council in closed session. CITY OF JANESVILLE Policy No. 62 Page 3 of 3 CITY COUNCIL POLICY STATEMENT Date Issued 7/25/88 General Subject: City Manager Revised 12/11/23; 10/28/24 Effective Date 10/29/2024 Specific Subject: Performance and Compensation Evaluation Cancellation Date Proponent: Human Resources Office Supersedes Nos. 54 & 45 3 8. Positive feedback and compliments are also always appropriate and encouraged.