Regional Service Through Unity… Meeting our Region’s Needs Today and Tomorrow PERSONNEL COMMITTEE January 8, 2020 3:30 P.M. 1
AGENDA I. CALL TO ORDER II. OPENING REMARKS A. Chairman/Executive Director/Committee Champion Status Report concerning legislation and regulatory matters, budgets, current projects and ongoing programs of the District III. ACTION ITEMS A. Review and possible execution of Engagement Letter from Ray Associates, Inc., regarding redeveloping the Executive Director/General Manager performance evaluation process. IV. DISCUSSION ITEMS A. Senior management succession planning process B. Opportunity for Committee Members to Provide Feedback on the Personnel Committee Meeting C. Opportunity for Committee Members to Request Potential Future Agenda Items (No substantive discussion of items will take place at this time) V. ADJOURNMENT 2
AGENDA I. CALL TO ORDER II. OPENING REMARKS A. Chairman/Executive Director/Committee Champion Status Report concerning legislation and regulatory matters, budgets, current projects and ongoing programs of the District 3
AGENDA III. ACTION ITEMS A. Review and possible execution of Engagement Letter from Ray Associates, Inc., regarding redeveloping of the Executive Director/General Manager performance evaluation process 4
ED/GM PERFORMANCE REVIEW ENGAGEMENT LETTER Project Scope Ray Associates will: 1. Work with the Board of Directors to develop a performance review instrument and process for annual review of the Executive Director/General Manager; 2. Work with the Board of Directors, aggregating input from all Board Members, on the ED/GM’s 2019-2020 performance review and prepare a composite/summary review; 3. Create and conduct Board training on performance reviews of executives/CEOs, and specifically, on the revised review process, procedures, and form(s) developed for NTMWD in this study; and 4. Work with the assigned Members of the Board to conduct the 2020 performance review of NTMWD’s Executive Director/General Manager’s performance over the 2019-2020 period. {Details of each item are included in the Letter of Engagement} 5
Schedule 6
Engagement Component Cost Prepare for and Conduct Start-Up Meeting Review current evaluation materials; Draft Self-Assessment for ED/GM to $4,250 complete prior to start-up meeting; draft instrument for Board of Directors to review ED/GM’s performance; Distribute ED/GM’s completed Self-Assessment and draft Board instrument to each Bord member in advance of calling each of them. Prepare materials for and conduct start-up meeting via Zoom with key Board and staff members to finalize project schedule, including key dates (progress reports, Board training date, ED/GM review date) Interview Each Member of Board of Directors and Three Key Staff Leaders Obtain list of Board members and key staff with phone numbers (total 28 interviews); finalize list of questions re feedback on new instruments and $14,500 desired process and procedures, including time frames, as well as to receive feedback on ED/GM’s 2019-2020 performance. Place calls to schedule telephone interviews and conduct interviews of all 28 people; some conducted by Katherine Ray and some by Jim Ray Draft Performance Review Process, Procedures, & Time Frames, Including New Performance Review Instruments in Document Based on interviews with each Board member and the three key executive staff members, prepare draft performance review process and procedures for the $3,950 ED/GM annual review, including new review instruments in document; submit to current and incoming President, Personnel Committee Chair, and ED/GM; Schedule and conduct Zoom call to review draft document with them; Modify procedures and/or instruments after review, if necessary; finalize draft. Compile Board Member Responses re ED/GM Performance and Draft Composite Performance Review for Review by Personnel Committee and Executive Committee; Meet with Them Compile responses from Board members re ED/GM’s 2019-2020 performance $8,900 and create composite review, including comments, if valuable, anonymously; Schedule and meet with Personnel and Executive Committees to review draft; receive their input; make any necessary changes to composite and/or to process/procedures. Prepare Materials for Board Training and Conduct Training; Modify Review Process/Procedures, if Needed, Based on Board Training $8,350 Prepare PowerPoint and handouts for interactive Board training, including decisions as to consultant’s level of participation in face-to-face review meeting with ED/GM Conduct 2019-2020 Review of ED/GM Prepare for and conduct face-to-face review of ED/GM at level agreed to during Board training (confer prior to face-to-face meeting with Board members $3,500 to ensure smooth flow of process) Final Modifications, if Needed, to Review Process/Procedures $1,600 Total Project Cost $45,050 7
RECOMMENDATION The Executive Director and NTMWD staff recommend the accepting the Letter of Engagement as presented. 8
AGENDA IV. DISCUSSION ITEMS A. Senior management succession planning process B. Opportunity for Committee Members to Provide Feedback on the Personnel Committee Meeting C. Opportunity for Committee Members to Request Potential Future Agenda Items (No substantive discussion of items will take place at this time) V. ADJOURNMENT 9
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