It is the policy of the city that regular reports be made as to the efficiency, competence, conduct, and merit of its employees. To this end, it is the responsibility of the city manager, the department heads, and their subordinate supervisors that these ratings be made. It is also the responsibility of the director to prescribe and provide the forms and procedures to be used in such reports of performance and to assist in the training of supervisory personnel of the city so that the program of performance reporting will be carried on in a sound and effective manner.
The preparation and use of employee performance evaluations are for the mutual benefit of the city and the effective development of the employee to achieve desired job or career goals. Therefore, such evaluation reports should not be used exclusively for disciplinary purposes but rather to identify specific strengths and weaknesses in the employee’s jobrelated performance, to acknowledge the merit of above-standard performance, and to prescribe the means and methods of upgrading deficiencies to a required or desired level of performance.
(Ord. 3213 § 1, 1998; Ord. 5013 § 13, 2012)
A. 
Frequency. Employee performance evaluation reports shall be prepared for probationary employees as prescribed in Section 3.06.150. For regular employees, a report shall be submitted within 10 calendar days prior to the salary anniversary date each year. In addition, an evaluation report may be prepared at any time upon the reasonable request of the employee or at the discretion of the employee’s supervisor, when it is deemed to be necessary and appropriate.
B. 
Distribution. Reports shall be prepared with a copy to the employee and the department’s file. The original shall be forwarded to the director and city manager for review and retention in the employee’s personnel file.
(Ord. 3213 § 1, 1998; Ord. 5013 § 13, 2012)
The department head shall have the authority to prepare or to delegate the preparation of performance evaluation reports to subordinate supervisors who are most familiar with the work of the employee to be evaluated. The department head shall review and approve all performance evaluations of departmental personnel prior to review with the affected employee.
(Ord. 3213 § 1, 1998; Ord. 5013 § 13, 2012)
Each performance evaluation shall be thoroughly discussed with the employee to point out areas of successful performance and areas that need improvement or are unacceptable. Employees shall also be encouraged to comment about their work performance, either in a written statement attached to the report or verbally. The employee shall sign the performance report to acknowledge awareness of its contents and discussion of the report with the evaluator. The employee’s signature does not necessarily mean that the employee fully agrees with the contents of the report and may so state on the report before signing.
(Ord. 3213 § 1, 1998; Ord. 5013 § 13, 2012)
A. 
Promotional Exams. Any employee who receives a rating of “Below Standard,” in three or more categories on the most current evaluation, will not be eligible to participate in any promotional examination until a “Meets Standards” or better rating is established in each category rated “Below Standard.”
B. 
Merit Increases. One or more “Below Standard” ratings in an overall category on an evaluation will result in the withholding of any merit increases for which the employee may be scheduled.
C. 
Meets Standards Rating. When an employee receives a “Below Standard” rating in one or more overall category, the employee shall be reevaluated within three months to document the progress in those categories. If the employee’s performance in the deficient categories has improved to at least a “Meets Standards” rating, while maintaining acceptable performance in the other evaluation categories, the department head may recommend the initiation of any merit step increase that may have been previously denied. If a merit increase is recommended, the increase will be effective the first Saturday of the pay period following the date of the improvement report, and the employee will be assigned a new salary anniversary date accordingly. Promotional examination privileges will likewise be restored.
D. 
Disciplinary Action. In cases where an employee’s performance does not adequately improve from a “Below Standard” rating within the three-month reevaluation period, the employee may be subject to demotion or other appropriate action at the city’s discretion.
(Ord. 3213 § 1, 1998; Ord. 5013 § 13, 2012)