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HomeMy WebLinkAboutResolution No. 2019-71 SubstituteSponsored by: Council Members Knackstedt and Navarre CITY OF KENAI RESOLUTION NO. 2019-71 (Substitute) A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AMENDING COUNCIL POLICY 2017-02 ESTABLISHING PROCEDURES AND RESPONSIBILITIES OF THE SUB- COMMITTEE OF COUNCIL FOR THE SUPERVISION OF THE CITY ATTORNEY, CITY CLERK AND CITY MANAGER FOR IMPROVED EFFICIENCY. WHEREAS , the City Attorney, City Manager and City Clerk are appointed and removed by the City Council; and , WHEREAS , the City Council reviews these employees' performance; and , WHEREAS , the Sub-Committee formed by the City Council to provide furthe r review and supervision for t hese employees should meet as needed instead of for a mandatory number of meetings each year; and, WHEREAS, the Sub-Committee should make reports to the Council and employees , but not make independent recommendations. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI , ALASKA: Section 1. That Policy No . 2017-02 : Supervisory Sub-Committee, is amended as follows. POLICY NO. 2017-02: SUPERVISORY SUB-COMMITTEE A. Purpose The purpose of this Policy is to establish procedures and duties of the Supervisory Sub- committee of the City Council for the purpose of facilitating communication and efficiency between the City Council and the City Attorney, City Manager and City Cler k regarding performance and other work matters . B . Appointment The Supervisory Sub-Committee will consist of three Councilmembers, including the Mayor, Vice- Mayor and a third Councilmember appointed by the Mayor and confirmed by Council. The appointment of the third member shall occur at the same Council Meeting that committee and commission liaisons are appointed and confirmed , or as soon thereafter as practicable . C. Procedur es The Supervisory Sub-Committee will meet privately with the City Attorney, City Manager and City Clerk [AT LEAST ONCE EACH QUARTER] as needed to review performance related matters Resolution No . 2019-71 Page 2 of 2 and/or other work related matters. Meetings may be with one or more council employees . In the quarter in which the Council completes an annual review of the employees' performance , the Supervisory Sub-Committee shall meet with each employee after the annual performance review. D. Duties The Supervisory Sub-Committee shall discuss performance related matters and/or other work related matters with the City Attorney, City Manager and City Clerk. After each meeting , the Supervisory Sub -Committee shall provide a written report available to the City Council and employee . This report shall be considered a confidential working record for the sole purpose of accumulating data for evaluation reports . Such reports shall be kept outside the employee 's personnel file and destroyed after each annual evaluation performed by the City Council. The reports shall be considered unofficial and have no standing other than as a temporary record of items discussed . Such reports are confidential, and shall be sealed and maintained by the City Clerk and are accessible only to the City Council and Council employee . The Supervisory Sub-Committee may take no action , but shall act as an informal liaison between Council and its employee 's . The Supervisory Sub-Committee may make [RECOMMENDATIONS AND] reports to Council regarding performance, monitor performance expectations and goals, provide recommendations to employees regarding performance and work place matters and convey direction determined by Council. The City Attorney, City Manager, and City Clerk may contact any Councilmember or the Council as a whole regarding any work related matter, and also may request meetings on a more frequent basis with the Supervisory Sub-Committee. This Policy does not preclude Councilmembers or the Council as a whole from addressing its employees on performance or other work related matters by other means. Section 2. That this resolution takes effect immediately upon passage. PASSED BY THE COUNCIL OF THE CITY OF KENAI , ALASKA, this 4th day of December, 2019. BRIAN GABRIEL, SR., MAYOR ATTEST: Sponsored by: Cou ncil Member Knackstedt CI TY OF KE NAI RESOLUTION NO. 20 19-7 1 A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI , ALASKA, REPEALING THE ESTABLISHMENT OF A SUB-COMMITTEE OF COUNCIL FOR THE SUPERVISION OF THE CITY ATTORNEY, CITY CLERK AND CITY MANAGER AND REPEALING COUNCIL POLICY 2017-02 ESTABLISHING PROCEDURES AND RESPONSIBILITIES OF THE SUB- COMMITTEE. WHEREAS, the City Attorney, City Manager and City Clerk are appointed and removed by the Ci ty Council; and , WHEREAS, the City Council rev iews these employees' performance ; and, WHEREAS , the Sub-Committee formed by the City Council to provide further review and supervision for these employees is not needed ; and, WHEREAS , rather than utilize a sub-committee, any additional needed review and communication can be accomplished by the Council as a whole . NOW , THEREFORE , BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1. That the Sub-Committee of the City Council formed for the purpose of improving efficiency in the supervision of the City Attorney, City Clerk and City Manager is repealed along with Policy No. 2017-02 : Supervisory Sub-Committee. Section 2. That this resolution takes effect immediately upon passage. PASSED BY THE COUNCIL OF THE CITY OF KENAI , ALASKA , this 4th day of December 2019. BRIAN GABRIE L, SR., MAYOR ATTEST : Jamie Heinz, CMC , City Clerk 'Vtfl'ar «1/t/i, a PaJ'~ Ct'tj «1/t/i, a Fat~ 11 210 F i dalgoAve, Kenai , Alaska 99611-7794 Telepho ne : (907) 283-7535 I Fax: (907) 2 83-3014 www.kenai.city MEMORANDUM TO: FROM: DATE: SUBJECT: Mayor Brian Gabriel and Kenai City Council Council Member Henry Knackstedt October 7, 2019 Resolution No. 2019 -71 Repealing the Council's Supervisory Sub- committee and Associated Policy No. 2017-02 The City Council appoints and removes the City Attorney, City Clerk and City Manager as well as reviews these employees' performance. In 2017 , the Council created a Sub-Committee to provide an additional tool for communicating with these employees. The Sub-Committee was intended to act as an informal liaison between the Council and its employees . After trying this approach for a couple years, I do not find the Sub-Committee to be necessary and believe the Council as a whole can adequately p rovide performance reviews and communicate effectively with its employees . This resolution would repeal the formation of the Sub-Comm ittee and associated Policy No 2017- 02: Supervisory Sub-Committee. Your consideration is appreciated. 'Vtt!ar a1/tli a PaJ'~ e'tt «1/t/i a f"u.t«l"e II 210 Fidalgo Ave , Kenai , Alaska 99611-7794 Telephone: (907) 283-7535 I Fax: (907) 283-3014 www.kenai .city MEMORANDUM TO: FROM: DATE: SUBJECT: Mayor Brian Gabriel and Kenai City Council Tim Navarre, Vice Mayor October 31, 2019 Resolution No. 2019-71 -Council Supervisory Sub-Committee I recommend that rather than repealing Council 's Supervisory Sub-Committee , Council make the following amendments discussed below. While the Sub-Committee may not have been meeting as anticipated, there is still value in having this tool as a benefit for both the Council and its employees, now and in the future. The first amendment proposed below removes the set number of meeting requirements. The second proposed amendment is intended to ensure the Sub- committee is merely a conduit between the Council and its employees to ensure compliance with the Open Meetings Act. If Council desires to amend , rather than repeal the Policy, this Resolution should be postponed, and I will sponsor a substitute resolution at the next meeting . Your consideration is appreciated. POLICY NO. 2017-02: SUPERVISORY SUB-COMMITTEE A. Purpose The purpose of this Policy is to establish procedures and duties of the Supervisory Sub- committee of the City Council for the purpose of facilitating communicatio n and efficiency between the City Council and the City Attorney, City Manager and City Clerk regarding performance and other work matters. B. Appointment The Supervisory Sub-Committee will consist of three Councilmembers, includ ing the Mayor, Vice- Mayor and a third Councilmember appointed by the Mayor and confirmed by Council. The appointment of the third member shall occur at the same Council Meeting that committee and commission liaisons are appointed and confirme d, or as soon thereafter as practicable . Page 2 of 2 Resolution 2019-71 c. Procedures The Supervisory Sub-Committee will meet privately w ith the City Attorney, City Manager and City Clerk at least onoe eaoh quarter as needed to review performance re lated matters and /or other work related matters. Meetings may be with one or more council employees . In t he quarter in which the Council completes an annual review of the employees' performance , the Supervisory Sub-Committee shall meet with each employee after the annual performance review. D. Duties The Supervisory Sub-Committee shall discuss performance related matters and /or other work related matters with the City Attorney , City Manager and City Clerk. After each meeting , the Supervisory Sub-Committee shall provide a written report available to the City Council and employee. This report shall be considered a confidential working record for the sole purpose of accumulating data for evaluation reports . Such reports shall be kept outside the employee's personnel file and destroyed after each annual evaluation performed by the City Council. The reports shall be considered unofficial and have no standing other than as a temporary record of items discussed. Such reports are confidential, and shall be sealed and maintained by the City Clerk and are accessible only to the City Council and Council employee. The Supervisory Sub-Committee may take no action, but shall act as an informal liaison between Council and its employee's. The Supervisory Sub-Committee may make reoommendations and reports to Council regarding performance, monitor performance expectations and goals, provide recommendations to employees regarding performance and work place matters and convey direction determined by Council. The City Attorney, City Manager, and City Clerk may contact any Councilmember or the Council as a whole regarding any work related matter, and also may request meetings on a more frequent basis with the Supervisory Sub-Committee. This Policy does not preclude Councilmembers or the Council as a whole from addressing its employees on performance or other work related matters by other means.