R-1643-10-98RESOLUTION NO. 1643-10-98
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, AMENDING THE COUNCIL'S GOVERNANCE POLICIES BY
ADDING A SCHEDULE FOR MONITORING THE CITY MANAGER'S
PERFORMANCE ON ENDS POLICIES; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the Allen City Council approved Resolution No. 1611-7-98(R), adopting governance policies
to provide the best and most effective leadership and efficient administration of city government possible to
the citizens of Allen; and,
WHEREAS, the City Council, having determined that the city manager's performance on Ends should be
evaluated regularly, each according to a timetable appropriate for its subject. .
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN,
COLLIN COUNTY, TEXAS THAT:
SECTION 1: Council/Staff Linkage Policy 4.3, Monitoring City Manager Performance, shall be and the
same is hereby amended to add the following to paragraph 5:
Poll"
MethodFrequen
Schedule
Safety
Internal
Annual
January
Healthy Environment
Internal
Annual
October
Economic Well -Being
Internal
Annual
January
Quality of Life
Internal
Annual
October
Transportation
Internal
Annual
April
SECTION 2: This Resolution shall become effective from and after its passage.
DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ON THIS THE 1SCH DAY OF OCTOBER, 1998.
APPROVED:
Stephen Terrell, MAYOR
ATTEST:
Ju(WMorrhbn, CMC, CITY SECRETARY
POLICY TYPE: COUNCIUSTAFF LINKAGE
POLICY 4.3 POLICY TITLE: MONITORING CITY MANAGER PERFORMANCE
Monitoring City Manager performance is synonymous with monitoring organizational performance against
Council policies on Ends and on Executive Limitations. Any evaluation of the City Manager's performance,
formal or informal, may be derived only from these monitoring criteria.
Accordingly:
1. The purpose of monitoring is simply to determine the degree to which Council policies are
being met. Information which does not do this will not be considered to be monitoring.
Monitoring will be as automatic as possible, using a minimum of Council time so that
meetings can be used to create the future rather than to review the past.
2. A given policy may be monitored in one or more of three ways:
A. Internal Report:
Disclosure of compliance information to the Council from the City Manager.
B. External Report:
Discovery of compliance information by a disinterested, external auditor, inspector
or judge who is selected by and reports directly to the Council. Such reports must
assess executive performance only against policies of the Council, not those of the
external party unless the Council has previously indicated that party's opinion to be
the standard.
C. Direct Council Inspection:
Discovery of compliance information by a Councilmember, a committee or the
Council as a whole. This is a Council inspection of documents, activities or
circumstances directed by the Council which allows a "prudent person" test of
policy compliance.
3. Upon the choice of the Council, any policy can be monitored by any method at any time.
For regular monitoring, however, each Ends and Executive Limitations policy will be
classified by the Council according to frequency and method.
4. The Council will conduct an annual formal evaluation of the City Manager based only upon
a summation examination of the monitoring data acquired during that period.
5. The Council may monitor the City Manager's performance with respect to these
expectations at any time, but Council intends to monitor on a routine basis.
L JI
(NOTE: As Ends Policies are developed, they will be added to this list.)
Date of Adoption/V-/5' If Affirmation of official Council action adopting dila poli
CitySec[Wry
Policy 4.3 Policy Tide: Monitoring City Mawger Performance
Page 2
Poll"
Method
Frealdencv
Schedule
General Executive Constraint
Not addressed
Not addressed
Not addressed
Treatment of Citizens
Internal
Quarterly
December, March,
June, September
Treatment of Staff
Internal
Annually
September
Financial Planning/Budgeting
Internal
Quarterly
January, April,
July, October
Financial Condition & Activities
Internal
Quarterly
January, April,
July, October
External
Annually
Close of Fiscal Year
Asset Protection
Internal
Annually
March
City Preparedness for Emergencies
Internal
Annually
March
Emergency City Manager Succession
Internal
Annually
December
Compensation and Benefits
Internal
Annually
March
Direct Inspection
Biannually
March, odd g years
Communication and Support
to the Council
Direct Inspection
Annually
October
Capital Improvements Programming
Direct Inspection
Annually
October
Safety
Internal
Annually
January
Healthy Environment
Internal
Annually
October
Economic Well -Being
Internal
Annually
January
Quality of Life
Internal
Annually
October
Transportation
Internal
Annually
April
L JI
(NOTE: As Ends Policies are developed, they will be added to this list.)
Date of Adoption/V-/5' If Affirmation of official Council action adopting dila poli
CitySec[Wry