INTRODUCTION TO CAMA’S CAO PERFORMANCE EVALUATION TOOLKIT Robert Hughes, member of the CAO Performance Evaluation Taskforce CAMA Immediate Past President
TASKFORCE MEMBERS Chair – Janice Baker, City Manager and CAO, City of Mississauga (CAMA Treasurer) Don MacLellan, General Manager of Community Safety Services, City of Moncton, NB (CAMA President) Robert Hughes, CAO, Town of Stratford, PEI (CAMA Past President) Patrick Draper, City Manager, City of St. Albert, AB (CAMA Member) Scott Barton, CAO, Town of Raymond, AB (CAMA Member) Former Committee Members: Donald Hrynyk, Former Director of City Manager’s Office, City of Calgary Jason Gariepy, Former CAO of the Village of Thorsby, AB Assisted by: Jennifer Goodine, Executive Director CAMA Nancy Mackenzie
WHY DID CAMA DECIDE TO DO THE PROJECT? Member concerns about evaluation CAO/Council relationship is key to the success of a community
CAMA’S PROCESS Taskforce formed in May 2014. Member Survey in the Fall of 2014 – 82 responses received Discussions with FCM, ICMA and HR Associations Elected officials survey, with the assistance of FCM, in January 2015 - 114 responses received
CAO SURVEY HIGHLIGHTS 79% have a formal process 61% have annual goals, objectives and targets Only 25% had clear performance expectations when hired The majority felt that the process was to identify areas for improvement (95%) and provide opportunities for positive feedback (87%). 54% felt that the process was to allow for fair and equitable compensation adjustments and only 30% of CAOs felt that they are rated on actual results.
ELECTED OFFICIAL’S SURVEY HIGHLIGHTS 89% conduct evaluations 76% have all members of Council participating 67% have a formal process but less than half followed it Only 43% felt well prepared 44% had templates that were described as very helpful. 65% said CAO performance was linked to Council’s strategic plan, goals, and priorities
WHAT CAN CAMA DO? Significant alignment in both surveys Role for CAMA in developing a standardized performance evaluation system including: Incorporation of leading practices Creating a toolkit with templates Education and training
BUILDING THE TOOLKIT In March 2015 – CAMA members asked to submit leading practices 34 responses were received including templates, bylaws, policies and procedures Thanks to the members who contributed and to George Cuff, Conroy Ross and ICMA who contributed material
COMPILATION & PILOT PHASE RFP issued for professional writer - Bronze Horse Communications Toolkit drafted with Bronze Horse from October 2015 to March 2016 Draft toolkit piloted and tested in March 2016
TOOLKIT APPROACH Scalable – pick and play CAO prepares package for Council Brief summary and sample email to promote the toolkit to Council Reference Guides and How To guides included Evaluation templates A number of helpful aides and sample documents
WHAT’S DOES THE TOOLKIT DO? FOR CAOS Empowers CAOs with a process, rooted in leading practices, to promote and conduct the evaluation of CAO performance, to ensure goals, core competencies and performance measures are mutually understood and agreed on. FOR MAYOR AND COUNCIL Serves to inform Mayor and Council of the value of CAO performance conversations, and to offer a process for them to fairly conduct the performance evaluations.
THE DESIRED OUTCOME For CAOs and their Councils, the Toolkit fosters: good communication and reduced misunderstanding establishment of annual goals and performance measures recognition for CAO achievements identification of performance gaps alignment of CAO’s goals and organizational goals
WHERE CAN I FIND THE TOOLKIT? Phase One Member’s Section on the CAMA Website in June 2016 Phase T wo Public Section of the CAMA Website in June 2017.
PRELIMINARY COMMUNICATIONS PLAN Information Session at the 2017 FCM Conference Toolkit on USB keys for Mayors Promote to Administrator and Elected Officials Provincial/Territorial Associations Links on websites
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