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Home My WebLink About079 99 .,s;.~:. ~~\"'~p+. 1P3)91 "' .. STATE OF WASHINGTON County of Jefferson In the Matter of Adopting A Process to Support the New County Administrator Position for Board Directed Departments } } } } RESOLUTION NO. 79-99 WHEREAS, it is the desire of the Board of Commissioners to improve the effectiveness of Board directed departments by establishing an organization that delegates significant executive responsibilities to a Jefferson County Administrator; and WHEREAS, a new organizational chart has been established identifying the new organization for Board-directed departments; and WHEREAS, the Board has indicated a desire to establish support systems to insure the success ofthe new position and organizational concept; and WHEREAS, the Board of Commissioners has implemented a strategic planning process and a perfonnance management system to set policy expectations, establish measurable goals and objectives, and provide timely follow-up to insure accountability. NOW, THEREFORE, BE IT RESOL VED, by the Board of Commissioners, Jefferson County, Washington, as follows: SECTION 1: Ground Rules for Supporting the County Administrator Position The Board of County Commissioners recognize the need to use the systems presently in place to improve the efficiency and effectiveness of the Board-directed organization. To that end, the following ground rules will guide the actions of the Board of County Commissioners in executing their legislative and executive functions: 1. Each year the Board of Commissioners will insure that the strategic plan is updated to clearly articulate the policy of the Board. The Board of Commissioners and the management staffwill identify one (1) years worth of work toward completion of the strategic plan prior to the beginning of the year. 2. The County Administrator and staff will prepare one (1) years worth of goals and objectives to achieve the work effort identified from the strategic plan. Prior to the beginning of the year, those goals and objectives will be supported by work plans from Board-directed departments and placed into the perfonnance management system. 3. . The Administrator will establish four (4) quarterly reviews each year with Board-directed departments and the Board of Commissioners to: . Review progress toward completion of work plans in each department. Such work plans will be extended out one (1) year from the quarter reviewed. Review progress toward achievement of budget goals. Project costs will be projected out one (1) year from the quarter reviewed. Review projects for necessity of modification during the work year Discuss operations with departmental staff and communicate recognition . . VOi- ';-)5 ~~:'99 f- d~: Or- ",.... . > '-' -0... - .>:.- ;. _. '. 5. Resolution Adopting a Process to Support the New County Administrator Position for Board Directed Departments Page 2 and/or concern. 4. The Board of Commissioners will perfonn its own evaluation of its perfonnance during the year. Such evaluation will identify the progress toward strategic goals and objectives during the year, legislative effectiveness of the Board of Commissioners, and an assessment of Board of Commissioner process effectiveness during the year. The Board of Commissioners mayor may not request Administrator/Department Head input for such evaluation. The Board of Commissioners and the County Administrator will: . Meet each week to discuss Board of Commissioner business and Administrator concerns. This meeting is between the Administrator and the Board of Commissioners. Every fourth (4th) meeting for the first six (6) months will be to assess the perfonnance of the Administrator. Since this issue requires an evaluation by the Board of Commissioners, it shall be done in Executive Session. The intent of this monthly feedback is to provide opportunity for behavior change prior to issues becoming significant. Should issues become significant, the Chainnan of the Board of Commissioners may request a Facilitator to examine the issues and help the Board of Commissioners/Administrator team move ahead. Should the Administrator feel that issues are significant, he/she may request the Chainnan of the Board of Commissioner use the services of a facilitator. Meet each week with Department Heads to discuss weekly business and/or other business issues. . . . SECTION 2: Board oj Commissioners day-tv-day relationship with departments The Board of Commissioners recognize the necessity of their responsibility to respond to citizens inquires, requests, and other various types of requests for infonnation and action. Such requests for infonnation and action are often passed on to departments by the Commissioners to expedite the process of government. The Board of Commissioners recognize that such actions are sometimes viewed by employees as "managing by the Board." In order to recognize the investment it has made to insure that the Board-directed organization is managed by the Administrator, the following groundrules shall be established by the Board of Commissioners: I. 2. 3. Ordinary .requests for infonnation from the Board or from a citizen to the Board can be passed on by a Commissioner directly to the department. Department heads shall honor such requests and recognize they are part of the daily business process. Out of the ordinary requests for infonnation or a request that requires a significant work effort to fulfill shall be directed to the Administrator at the regular meeting between the Board and the Administrator. Requests for action, from a Commissioner, shall be directed to the Administrator at the regular meeting between the Board and the Administrator, unless such requests deal with emergency situations or the safety of County citizens and employees. ,VOL '")5' (" C"O Î. ' :. r.:: 0...)' l '- r",_'~ Ù......, ""'.:. ' "M, ." ' .~ Resolution Adopting a Process to Support the New County Administrator Position for Board Directed Departments Page 3 SECTION 3: Board of Commissioners Ground Rules for Evaluating the County Administrator Position. The Board of County Commissioners recognizes that it has two primary functions to perfonn: 1) the legislative responsibility of Commissioners, and 2) the evaluation of the County Administrator. This evaluation insures that the delegated executive functions of the County are being carried out in an efficient and effective manner. 2. 3. 4. 1. The Board of Commissioners shall provide the County Administrator with monthly feedback in respect to the status of his /her perfonnance. Such feedback shall be provided during the regularly scheduled meeting of the Board of Commissioners and the Administrator in Executive Session. Issues of perfonnance between the Board of Commissioners and the Administrator shall be addressed at these sessions. In cases where a solution is not found, the Chainnan of the Board of Commissioners shall schedule facilitation. The Board of Commissioners shall require written goals and objectives supporting the Jefferson County Strategic Plan and the Perfonnance Management System. They shall provide quarterly written guidance in respect to their satisfaction with the progress made toward such goals. Specific areas of concern shall be identified and the County Administrator shall be required to present action plans to the Board for each area of concern within two (2) weeks of being notified by the Board. The Board of Commissioners shall provide a written evaluation to the County Administrator at the end of each year. Issues that remain "perfonnance concerns" must be addressed by the County Administrator within two (2) weeks of receiving the yearly evaluation. The County Administrator shall use these same time frames and requirements for Department Heads in Board-directed Departments. APPROVED AND ADOPTED this Seal ,,/':ç;(i~~ C 0 A.t /~~".c, " .. ,t,."..: ,~".",' "~"" ,,0' I . ' "'C ~:,(.,(,:/ i/ i; )i:'" ':'~~.:~:I~/ :: ATTEST:" .:~!) '\ t, ::' ' ;-~ Meu<-úJ '~'?Delaney, CMC d- Clerk of the Board , VOL 25 ?ÀG~ 831