9. Position Classification Plan 1
0 TBYA OF
1
G
I \,\J ', ,
. AN EN
\--kk....
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
1 (612) 937-1900
IMEMORANDUM
TO: Mayor and City Council
IFROM: Don Ashworth, City Manager
DATE: February 19, 1988
ISUBJ: Position Classification Plan, Finalize 1988 Review Process
ICity 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.
I 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.
IThose work efforts have been completed.
At the completion of the plan update process , the City Council is
I 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-
Idation to the City Council.
No action on this item is proposed for this evening. Unless the
I 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
Iincluding the Mayor' s recommendations .
I started to prepare a specific list of goals which I would hope
Ito achieve during 1988 . Two factors influenced my decision to
delay that process:
II 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;
I 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
IIremains that someone needs to carry out overall control to
II
7- _ II
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.
1
7/
1
1
1
1
1
i
1
1
1
X
JOB DESCRIPTION
CITY OF CHANHASSEN
POSITION: City Manager
DEPARTMENT: Administration
DATE: December, 1987
OBJECTIVE AND SCOPE
i Plan and direct all City operations to ensure efficient municipal
services and development are in accordance with objectives
general guidelines established by the City Council . and
1 . To advise the Council regarding impact of policy decisions and to
represent the interests of the City of Chanhassen in metropolitan
and state activities as delegated by the City Council.
RELATIONSHIPS
Reports to: City Council
Supervises : Department Heads and Support Staff
Has indirect supervision over all employees of City
Eli
government through the supervisory department heads
identified above.
SPECIFIC RESPONSIBILITIES
1 . Plans and directs the general administration or city
services.
2 . Evaluates, on a continuing basis, the organization, 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
justiEied to assure a high standard of performance is
maintained.
b. Appoints , dismisses or otherwise disciplines city
employees .
3 . Provides advice and/or recommendations , with supportive data,
to the City Council as a guide to its policy-making role.
(22)
N
i
4. Involves department heads in the identification of achieve-
ment goals that will provide standards against which to
measure their performance .
a. Reviews periodically and confers with department mana-
gers to assure that progress in each area is being
achieved as planned.
b. Oversees implementation of financial and fiscal planning
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
which they will need to know to perform effectively as
Councilpersons .
a. Also advises Council members on concerns of citizens .
b. Answers citizen calls and complaints .
7. Follows through to assure that all City Council ordinances
and directives are correctly interpreted and communicated
with implementation as planned.
8 . Keeps informed on all aspects of municipal government and
researches improved methods of administration for possible
implementation in Chanhassen .
il
REQUIREMENTS
l
Education/Experience: Master ' s Degree in Public Administration,
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 .
IP
a
I!
I
I
I!
,_ *
,,,;
,,,,:
1
.1 ll .
(23)
ACI■iI313:LIVE-SUPER`/I3CRY PER CRACE RE'vI�`J
Position Title Name
Division Date Due
,r^countable To Date of Conferences
Sir---ary Evaluation of Overall Parfor-anca
- V + ? - IV + 11 - Ili + 11 - II +
II I +
I 11 '
i
it ii _
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
1. I I I I
2. 1 I I 1
3. 1
4. ! l I
5. 1
6. I 1 1
7. I 1 1
6. 1 1 1 1
9. 1 I
I 10. 1 1 1 1
11. { 1 1
12. I I I
13. [ I I
II
KEY 1
I
II Deficient Meets Requirements Cuonendible
•
II Ex• L u:3tor ( 8n)8��
r+ y co.n.n-nts 'ire e.sential `ere cerfor°ar.ce is no.rd to be deficient
Persn-,1 Cha r:.cteristic, Eo he Consir�rod (attributes or characteristics possessed by the person being reviewed]
• which to a aar eJ J_gree either add co or detract from overall pert"ormance.
II
ill •
___________ il
!ill -
il
C. Other Factors to be Considered which affect to a noticeable degree the performance in this position.
II
li
AI -
..'
AI
. S;anificent Changes in performance which have been noted since last review.
il
Al
il
1
_. Identify key areas where performance can be improved. - I
ii.
Were these areas discussed during the review conference? Yes No II
planned approach to attain improved performance was agreed on. Yes No
II
F. What education, training or experience would benefit this employee?
II
Have you discussed this with him?
--'
1111. Comment on differences of opinion concerning review.
II
I
II
H. Was the Position Responsibility Write-Up reviewed during the conference?
Position Responsibility Write-Up is current Needs revision
The appraisal covers performance for the previous months. il
This form we: reviewed by and
(Employee's initials)" (Appraiser's signature) (Date of Conference) II
III Acknowledged by
(Appraiser's Su1ervijor) II
1 (81)
Initial: do not necessarily indicate employee's agreement or disa3reement.
II