11. Position Class Plan Finalize 1988 Review ! t.
CITY O F
CHANHASSEN
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690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937-1900
' MEMORANDUM
TO: Mayor and City Council
FROM: Don Ashworth, City Manager
DATE: February 19 , 1988
' SUBJ: Position Classification Plan, Finalize 1988 Review Process
City Council procedures have been to have City staff review all
position description/responsibilities and to present the revised
position classification plan to the City Council for approval.
We finalized that process at our last meeting. The process also
includes this office then being responsible to carry out all
reviews/salary adjustments in accordance with the adopted plan.
' Those work efforts have been completed.
At the completion of the plan update process , the City Council is
responsible to carry out a review of the performance of the City
Manager. I have attached the position description and
the administrative/supervisory performance review sheets . In the
' past, the Mayor has met with myself and reported his recommen-
dation to the City Council.
No action on this item is proposed for this evening. Unless the
City Council acts to the contrary, I will assume that the pre-
vious review process will stay intact. Accordingly, the Mayor
and I would then be meeting sometime between now and the first
meeting in March and the item would reappear on that agenda
including the Mayor' s recommendations .
I started to prepare a specific list of goals which I would hope
' to achieve during 1988 . Two factors influenced my decision to
delay that process:
' 1 . Referendum/Building Construction - How voters react to our
referendum questions will significantly affect the work load
of this office. Although some items , such as Public Works
expansion, will require minimal coordination by this office;
others will require significant time involvement, i .e. City
Hall and Community Center construction. It may appear easy
to assign some of these responsibilities; however, the fact
' remains that someone needs to carry out overall control to
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Mayor and City Council
February 19, 1988
Page 2
ensure that no department is adversely affected and that con-
tinuity
is maintained, i .e. communication systems
( radio/telephone) , corridor construction as it affects
abutting properties , property acquisitions, etc. I had con-
sidered an alternative of employing the managers used for
President Keller' s home expansion project. However, they
could not remember who was responsible for submitting their
cost estimate; and
2 . Organizational Goals Process - The process we started during '
our last two training seminars will establish overall goals
for the organization and therefore goals for this office.
One of my goals for 1988 is to ensure that this process in
fact does occur.
Again, no action is required on this item this evening.
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JOB DESCRIPTION
CITY OF CHANHASSEN
POSITION: City Manager
DEPARTMENT: Administration DATE: December, 1987
- 1
OBJECTIVE AND SCOPE
Plan and direct all City operations to ensure efficient municipal
services and development are in accordance with objectives and
general guidelines established by the City Council.
To advise the Council regarding impact of policy decisions and to
-. represent the interests of the City of Chanhassen in metropolitan state activities as delegated by the City Council . °p°litan
RELATIONSHIPS
Reports to: City Council
Supervises : Department Heads and Support Staff
Has indirect supervision over all employees of City
government through the supervisory department heads
no
identified above.
1
SPECIFIC RESPONSIBILITIES
1 . Plans and directs the general administration of city
services .
2 . Evaluates, on a continuing basis , the organization,g zation, admini-
stration and services being rendered by the various depart-
]. ments of City government to determine whether results are
being achieved as planned.
a . Makes or recommends organization changes in staffing as
well as other changes in administration as may be
justified to assure a high standard of performance is
maintained.
b. Appoints , dismisses or otherwise city
lines
employees . p y
3 . Provides advice and/or recommendations , with supportive data,
to the City Council as a guide to its policy-making role.
I
(22)
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4. Involves department heads in the identification of achieve-
ment goals that will provide standards against which to I
measure their performance.
a. Reviews periodically and confers with department mana-
gers to assure that progress in each area is being
achieved as planned. 1
b. Oversees implementation of financial and fiscal planning I
in the City.
5. Relieves the Council members of as much administrative
detail , inquiry, etc. as possible so they may devote more of
their time to the policy making responsibilities of their
position .
a. Prepares agendas for Council meetings and provides sup-
porting data.
6. Keeps the City Council informed on all important developments
which may affect the administration of City government and
1 which they will need to know to perform effectively as
Councilpersons .
4
ta. Also advises Council members on concerns of citizens .
b. Answers citizen calls and complaints .
I 7. Follows through to assure that all City Council ordinances
and directives are correctly interpreted and communicated
with implementation as planned.
I8 . Keeps informed on all aspects of municipal government and
researches improved methods of administration for possible il
implementation in Chanhassen .
IREQUIREMENTS
t
I Education/Experience: Master ' s Degree in Public Administration , I
Urban Studies or related field with a minimum of three ( 3) years
related experience; or a Bachelor ' s Degree and five (5 ) years of
related experience, including at least two ( 2) years in a super-
visory position .
II
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(23) �` xt
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.atriam_ti,
AD:HIi:ISf7;flvE-SUPER'II3CRY PERPCRA;,CE P.E IE'':1
. II
Position Title Mame
s.
Division Date Due
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crcountable To Date of Conferences
Summa ry Evaluation of Overall Performance ''
V + 5 - IV + 11 - 111 + 11 - 11 + II - 1 + I
1 I d , I 1 1 _
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New in position or Performance improving or Performance meets overall Superior performance, Outstanding
has serious weakness has weakness to overcome position requirements consistently rendered performance
A. Major Areas of Accountability I
.1. 1 1 1 I
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2. 1 1 1 1
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3. 1
r
4. 1 1 1
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5• . 1 1
II
6. 1 1 1 1
7. 1 I I I I
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9. 1 I 1
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10. 1 1 1 I
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11. 1 1 J I
12. 1 1 1 1
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13. I' I 1 _.1
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KEY [
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Deficient l Meets Requirement, Commendable I
•
$?)
Explicatory comments art e entiel er
r performance is nosed to be deficient
itPersonal Ch.arecterisiies to h? Consir=red (attributes or characteristics possessed by the person being reviewed)
which to a ,narked degree either add to or detract from overall performance.
1[6 '. _
iill1111C. Other Factors to be Considered which affect to a noticeable degree the performance in this position.
ill _
illS;anificant Changes in oerformance which have been noted since last review.
ill .
itIdentify key areas where performance can be improved.
I' . _
Were these areas discussed during the review conference? Yes No
planned approach to attain improved performance was agreed on. Yes No
F. What education, training or experience would benefit this employee?
Have you discussed this with him?
•1
Comment on differences of opinion concerning review.
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• Was the Position Responsibility Write-Up reviewed during the conference?
III Position Responsibility ',Trite-Up is current Needs revision
The appraisal covers performance for the previous months.
III
This form was reviewed by and
(Employee's initials)" (Appraiser's signature) (Date of Conference)
III
Acknowledged by
(Appraiser's Supervisor)
(81)
• Initials do not necessarily indicate employee's agreement or disa3reement.
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