Agenda 06/14/2011 Item # 9D
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6/14/2011 Item 9.0.
EXECUTIVE SUMMARY
THE ANNUAL PERFORMANCE APPRAISAL FOR THE EXECUTIVE MANAGER TO
THE BOARD OF COUNTY COMMISSIONERS
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OBJECTIVE: To complete the annual performance appraisal for the Executive Manager to the
Board of County Commissioners.
CONSIDERA TIONS: The Executive Manager to the Board of County Commissioners reports
directly to the Board of County Commissioners. The FY 2011 Action Plan was provided to each
Commissioner for completion. The evaluation completed by each Commissioner is included in
the backup.
The Executive Manager to the Board of County Commissioners Employment Agreement
provides that on the date that general wage adjustments (i.e.. cost of living adjustments. special
study pay adjustments. etc.) are granted generally to Collier County employees. EMPLOYEE's
base salary shall be modified to reflect the general wage adjustment granted to other County
employees. The minimum increase for satisfactory perfom1ance under such performance based
merit system will equal the average percentage salary adjustment provided to all County
employees for the given fiscal year or three percent (3%) whichever is greater. All such merit
adjustments shall be included in the EMPLOYEE's base salary or provided as a one-time lump
sum bonus, as detennined by the COUNTY.
FISCAL IMPACT: Depending on the percent of merit pay awarded by the Board, the fiscal
impact will range from $0 to $1.933.33) as an addition to the base salary or provided as a one-
time lump sum bonus, as determined by the COUNTY.
GROWTH :MANAGEMENT IMPACT: NONE
RECOMMENDATION: That the Board of County Commissioners complete the annual
perfonnance appraisal process for the Executive Manager to the BCC and determine salary
adjustment.
PREPARED BY: Ian Mitchell. Executive Manager
Board of County Commissioners
AGENDA DATE: June 14, 2011
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6/14/2011 Item 9.0.
COLLIER COUNTY
Board of County Commissioners
Item Number: 9.D.
Item Summary: The annual performance appraisal for the Executive Manager to the
Board of County Commissioners.
Meeting Date: 6/14/2011
Prepared By
Name: Ian Mitchell
Title: Executive Manager, BCC
6/1/2011 2:56:27 PM
Submitted by
Title: Executive Manager, BCC
Name: Ian Mitchell
6/1/2011 2:56:28 PM
Approved By
Nalue: IsacksonMark
Title: Director-Corp Financial and Mgmt Svs,CMO
Date: 6n/2011 2:47:38 PM
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6/14/2011 Item 9.0.
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6/14/2011 Item 9.0.
MEMORANDUM
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DATE:
May 12,2011
TO:
Board of County Commissioners
FROM:
Ian Mitchell
RE:
Performance Review
The last twelve months have been challenging, stimulating and rewarding as I started to
grasp the complexities of the Board of County Commissioners administrative office.
Since I commenced work in the office we have experienced considerable change with
soon to be four new aides and a new Commissioner. This has presented both challenges
and opportunities.
Attached is the Performance Review for the last 12 months that I would ask you to
complete and return to me by Monday May 23. The review will be on the next Board
meeting May 24.
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I value your input and anticipate your comments and guidance.
l L fIr'
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Ian Mitchell
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6/14/2011 Item 9.0.
Class Code: 90008
Pay Grade: 23
COLLIER COUNTY, FLORIDA
CLASSIFICATION SPECIFICATION
CLASSIFICATION TITLE:
EXECUTIVE MANAGER TO THE Bec
PURPOSE OF CLASSIFICATION
The purpose oftbis classification is to provide administrative assistance support to the Board of County Commissioners
(BOCC). Work involves providing and managing clerical and administrative support functions at the highest level of
County government. Employees in this class are in highly visible positions requiring frequent communication with all
levels of County government, external agencies and businesses, the media, and the general public.
ESSENTIAL FUNCTIONS
The following duties are nonnal for this position. The omission of specific statements of the duties does not
exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
Other duties may be required and assigned.
Maintains calendars for the BOCC; schedules and prepares for meetings, public petitions, workshops, and/or public
hearings; places advertisements and public notices as applicable; and handles aU logistical arrangements pertaining to
the preparation and set up for the scheduled meetings/event.
Maintains frequent communication with all levels of County government, extemal agencies, local businesses,
community groups, the media, constituents, and the general public. Coordinates the collection and/or distribution of
information pertaining to BOCC activities.
Prepares reports, correspondence and other documents upon request. Prepares legal advertisements, BOCC change
sheets and other materials needed for scheduled meetings.
Coordinates advisory cornmittees and/or task forces initiated by the BOCC. Maintains lists of members, monitors
term expirations where applicable; coordinates meeting schedules; and tracks project status, due dates, scheduled
presentations, etc.
Provides guidance to new Commissioners regarding County resources, business practices, policies and procedures.
Makes reservations and travel arrangements; and coordinates logistical arrangements for meetings (i.e. conference
rooms, catering, etc.)
Supervises subordinate clerical staff. Supervises, directs, and evaluates assigned staff, processing employee concerns
and problems, directing work, counseling, disciplining, and completing employee performance appraisals.
Prepares, presents and monitors the Board budget.
Establishes and maintains a variety of files and records, to include both automated and manual files.
Operates a personal computer, telephones, copiers and other general office equipment as necessary to complete
essential functions, to include the use of word processing, spreadsheet, database, or other system software.
@DMG-MA..XIMUS,INC.
Last Revised: .Tuly, 2001
Page 1
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6/14/2011 Item 9.0.
Collier County, Florida. Executive Manager to the BCC
90008
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ADDmONAL FUNCTIONS
Performs other related duties as required.
In the event of a declared state of emergency, employees in this classification may be called to work during days or
hours other than those for which they are regularly scheduled.
:MINIMUM QUALIFICATIONS
High school diploma or GED, supplemented by additional secretarial and business coursework; and five years of
progressively responsible experience performing executive secretarial work; or any equivalent combination of
education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria.
Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to
identify and select altematives.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in a
supervisory capacity.
Eouipment.l\iacbinen. Tools. and Materials Utilization: Requires the ability to operate, maneuver and/or control
the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and
infomlation.
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Mathematical Aotitude: Requires the ability to perform addition, subtraction, multiplication, and division; the
ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret
graphs.
Functional Re2sonine:: Requires the ability to apply principles of influence systems, such as motivation, incentive,
and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and
techniques to resolve problems.
Situational Re2Soning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving
the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly
measurable or verifiable.
Leadership:
Customer Service:
Financial Accountability:
ADA CO:MPLIANCE
Phvsical Abilitv: Tasks require the ability to exert light physical effort in sedentary to light work, but which may
involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks
may involve e},tended periods of time at a keyboard or workstation.
@DMG-MAXIMUS,INC.
Last Revised: Jul)', 2001
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6/14/2011 Item 9.0.
Collier County, Florida. Executive Manal!:er to the BCC
90008
Senson'Reauirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.
Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental
conditions.
Collier County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County
will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and
current employees 10 disclIss polential accommodations with the employer.
@DMG-MAXlMUS,INC.
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Last Revised: July, 2001
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6/14/2011 Item 9.0.
FY 20't'1Action Plan
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lanMttcbell, Executive ManagerJo -!hI? Board of
-CoQntyGommlssioners _
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The following Action Plan has been developed in an effort to provide clear
expectations for the Executive Manager to the Board of County Commissioners for the
period from June 2010 through May 2011. The Action Plan is based on the broad
areas generally expected to be performed by the Executive Manager.
The Board of County Commissioners is asked to perform an annual evaluation of the
Executive Manager's performance by rating each of the following performance
objectives utilizing the following rating factors. Individual evaluations will be totaled
and averaged to determine the Board's collective position.
Type of Evaluation:
X Annual
_ Special Reason
Time in Classification: 1 Year
Review Dates: 6-1-2010
to 5-31-2011
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RATING FACTORS: .
Exceptional = 5 Highly Successful = 4
Successful = 3 Development Required = 2
****************************************************************************
TOTAL RATING:
Commissioner
Date
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6/14/2011 Item 9.0.
Evaluation Ratina Document
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I Rating
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Key Results Area
Measure
BUDGET AND OTHER FISCAL
ISSUES
Prepare and present the budget to the Board of County
Commissioners during budget hearings; Timely and
accurately administer and monitor the budget
throughout the fiscal year, including review of all Field
Purchase Orders and Purchase Orders; approve all
purchases for the Board of County Commissioners
office; seeks the best solutions and business practices to
ensure fiscally responsible, mutually beneficial
decisions on behalf of the taxpayers and the County
Comments regarding Budget and Other Fiscal Issues
The budget for F2011 did show an increase over the budget level for F2010 even though the Bee
ffice did make cuts in expenditures on items it has control. What is problematic for the budget is the
, t is expected at cost center level as against fund level.
For the elected officials the State dictates the salary and pension levels and at a county level as we
rationalize how we apportion costs for such items as computer support, telephone service the total of
line items the manager can apply cost savings diminishes.
The reality of the budget at the cost center level is that 97.6% is dictated by outside sources and other
than head count reduction cannot be adjusted.
This aside the Bee office has over the last 12 months taken steps to ensure we are economizing
particularly in the usage of office supplies, paper and printing. Double sided printing is encouraged
unless a Commissioner does not want documents presented th.is way. Color printing is discouraged
unless it has definite impact on the document. The Bee stationary is now printed within house.
In the year to allow the aides to become a greater part of the budget and solutions they have taken on
board managing the purchase orders and processing the invoices. This is generating input to change
procedures that during the year has been very positive and with new staff fresh input has been
received and is a positive for the department. In addition we removed all external storage so in the last
18 months the office has dealt with over 600 boxes for a significant cost saving.
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PERSONNEL RELATED ISSUES
6/14/2011 Item 9.0.
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Interview. hire. supervise. train. evaluate, discipline and
coordinate activities of administrative staff of the Board
of County Commissioners' office and keep affected
commissioners informed of decisions; foster a "team
environment" and regularly demonstrate the ability to
work in cooperation with co-workers and others on the
job; behavior towards co-workers demonstrates positive
support and respect; provide coaching, counseling,
mentoring, encouragement, guidance and support of
employees' own personal development and
improvement efforts; conduct weekly staff meetings
with the Administrative staff of the Board of County
Commissioners' office; inspire and motivate employees
to embrace the vision and mission statement and to
perform to the highest degree possible; sets aggressive
goals and objectives for employees, holds employees
accountable and evaluates performance
Comments regarding Personnel Related Issues
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The year has seen the BCe office experience several challenges as we have appointed two new
members of staff and interchanged two aides with Commissioners.
Mercurial is a good descriptor of the office. During the year we bave worked very hard to foster a
team spirit and have had several events that have involved all the aides and it has been a positive
environment.
We have recently made significant changes in staff and with the advent of two new aides the dynamic
in the office has changed and building on this should be positive for the office.
In the year the staff adopted and were trained for the SIRE document storage system this allowed us
to remove all external storage. In addition the staff has become conversant with the new agenda
system again from SIRE and it has been a smooth transition. To augment this recently we have taken
advantage of the ability to use the IPad technology for the board meetings.
The staff have been actively encouraged to take advantage of County training and supported with
time to attend.
We have not held regular scheduled staff meetings but have worked towards regular communication
and then come together if a particular set of items need group discussion. \Vithin the confidentiality of
the Commissioners and the integrity of the office the communication is encouraged and in fact does
take place so there is a constant ability to keep pace with changes 'within the county.
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6/14/2011 Item 9.0.
VISOR Y BOARDS
Coordinate advisory committees and/or task forces
initiated by the Board of County Commissioners,
including sending out letters of term expirations, press
releases, coordinating with Elections to ensure they are
electors, coordinating with staff for recommendations,
preparing executive summaries and presenting to the
Board of County Commissioners at meetings, notifying
all applicants of appointments, maintain current
membership lists, maintain up-to-date files on all
advisory committees and schedule and prepare New
Service Awards and Outstanding Member Programs;
act as Liaison with the Division of Elections for
reporting Minority and Physically Disabled
Appointments
Comments regarding Advisory Boards
The advisory committees are a major element within the BCC office. We currently have 48 advisory
boards, committees and authorities. With the membership constantly changing the need to inform,
advertise, involve staff and monitor timeIines and responses with, in the final stage, preparing the
documents for board perusal.
he membership list consists of 315 Collier citizens. As they reach multiples of 5 years we present
rvice awards and also have advisory members of the month and year.
CeIt'lin boards require financial filings by the members and the responsibility to ensure they meet the
deadlines fall on this office. 'Working with the elections office and with the support of the County
Attorney~s office has been rewarding and assisted greatly in absorbing the intricacies of the advisory
boards.
After taking over the responsibility 12 months ago it became essential to have knowledge of the
ordinances and statutes that cover the advisory boards. In addition it has been very important to form
a working relationship with both the staff liaisons and the board chairman.
At the beginning of the year at the request of the State I reported on the changes to the boards with
reference to minority and physically disabled appointments. This was completed on time and
submitted.
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6/14/2011 Item 9.0.
CUSTOMER SERVICE /
COMMUNICATIONS
Exhibit helpful, courteous and appropriate conduct
towards customers and others; act in a professional
manner and promote the concept of professionalism
with the public, BCC staff, constitutional officers and
co-workers by portraying a positive demeanor and
engaging in activities that instill confidence and respect
for the BCC and BCC office; acts as an ambassador of
Collier County Government both inside and outside of
the workplace; listens and responds to public requests
while anticipating future needs; interpersonal
interactions are positive and proactive with
communication of information being the highest
priority; Maintain frequent communication with all
levels of County government, external agencies, local
businesses, community groups, the media, constituents,
and the general public; coordinate the collection and/or
distribution of infonnation pertaining to the Board of
County Commissioners' activities
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Comments regarding Customer Service / Communications
During the year I regard I have accomplished this section to the fullest extent. It has been a particular
focus to encourage to the maximum an interaction with all persons within my job sphere it has been
positive, and a great success.
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The aides are an extension of this and they have in the last 12 months forwarded 354 items into Aims.
This is an indication of the extensive nature of the aide's interactions with citizens and their issues. It
should be taken into account that invariably an Aims item involves several phone calls and
communication with a variety of sources. In the last year this has been a major accomplishment for
the office.
The respect the staff and I command within county government, the county business community and
citizens at large is very evident and it continues to be a focus so as to continue to build on this element.
6/14/2011 Item 9.0.
BOARD OF COUNTY
COMlvnSSION MEETINGS
Attend Board of County Commissioners' meetings and
workshops as needed; prepare items for the Board of
County Commissioners' agenda; coordinate workshops,
evening public hearings; prepare original documents for
signature and assist Chairman; coordinate and
announce registered speakers; participate in emergency
events and meetings, filling whatever role deemed
necessary in an emergency situation; Attend Strategic
Planning Sessions to coordinate commissioners'
schedules and commitments
Comments regarding Board of County Commission Meetings
I haye worked diligently through the year to make the board meetings run smoothly both from an
office support perspective and from the role I play within the meeting. As we cycle through the year
different aspects of the responsibilities centered on meetings, workshops etc have been a steep
learning curve.
Working with the support of the County Attorney's office and the County Manager's office it has
been possible to refine and improve on certain processes. In addition bringing a different attitude to
the complexities of the Commission meetings has definitely had a positive effect.
eing a member of the committee that designed the new agenda system the transfer to the new
process was seamless and showed the strength of careful planning and the full coordinated efforts of
all departments.
The opportunities to increase the use of technology that is well proven and thus making information
more quickly available to the Commission will be explored to capitalize on what is readily available
will be explored as a member of the lTEC committee.
6/14/2011 Item 9.0.
GENERAL
Act as coordinator between the Board of County
Commissioners and the Commission on Ethics,
including, acting as Local Agency Coordinator for the
financial disclosure notification system and working
with advisory board members, elected officials and
county employees; Coordinate Value Adjustment
Board events including working with the clerk's office,
county attomey and school board to set dates, prepare
executive summary for Board of County
Commissioners approval, and coordinate with
secretaries for commissioners' calendars; Accept advice
and constructive feedback agreeably and modifies
behavior accordingly; attend at least two pre-approved
government related conferences and one management
conference annually, and share conference notes and
information with administrative staff and
commissioners; maintain the confidence and trust of
the Commission by not divulging information or
discussing information with inappropriate parties; meet
with the Finance Director from time to time regarding
original documents; meet with the County Manager's
Office to coordinate issues between offices; drives the
efforts of the team in meeting or exceeding established
deadlines with results that are thorough and accurate;
works with team members both inside and outside of
the department to accomplish organizational goals.
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Comments regarding General
During the year I have worked successfully with the Commission on Ethics and as local agency
coordinator ensured full compliance by all reporting members in the timeframe set. In addition as we
have made changes to boards and committees I have updated the database with the Commission on
Ethics and enjoyed numerous conversations as I became fully acquainted with the process. Working
closely with the Clerk's office I have covered all the required aspects of the Commission involvement
in the Value Adjustment Board.
The coordination of the Commissioner with the various outside and internal agencies requiring
meetings V\-ith the Bee has been successfully achieved and building effective communication with
these agencies has been a priority. The managing of the boardroom calendar is a task that is
continuous and each week an update is forwarded across the full county government. \Vorking with
the administrative staff to ensure full utilization of the boardroom asset has been successfully achie,'ed
and tbe outside agencies that take advantage of the facility have also been given a level of service that
has reflected well on the Bee office.
The Bee office currently enjoys a positive position within the county. In the last year we have started
to change the perceptions that previously existed. The office is protective of the integrity of the
Commission. The dynamics within the office are what is to be expected from the individuals I manage
in their duality of being a Commissioners aide and part of an office administration. There is a
requirement to maintain confidentiality around each Commissioner and act with integrity with regard
to the general information flow within the office. Due to budget constraints no external training has .
occurred but when it is opportune I would like to attend FAC trainin~.
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6/14/2011 Item 9.0.
EFFECTIVENESS AND
PRODUCTIVITY
Organizes work and prioritizes specific and attainable
goals; monitors work., creates focus and eliminates
roadblocks; produces quality work. in accordance \'lith
schedules and deadJjnes; seeks ne\v technologies and
methods to improve quantity and quality of
\\o'ork/services; understands the roles and
responsibilities of others; understands policies,
procedures, rules, regulations and applicable
ordinances; conceives and recommends creative ideas;
U11derstands and manages the creative process and
utilizes good judgment.
Comments Effectiveness and Productivity
The Board of Count)' Commissioner's office l))"o\'idles effective support to the 5 Commissioners. In the
hlst year we have managed major changes of staff and the introduction of a new Commissioner who is
the first new Commissioner in a ,"'cr)' long period of time. This has meant accepting different work
practices than before and has chaUenged the office to accept and absorb the changes.
From all perspectives the office functions efficiently and as could be expected from any small group
continues to challenge itself as the experience and personalities of the staff express themselves.
With the advent of a new Commissioner and two aides the office the next year wiD see changes as the
culture evolves. Being open to new ideas and suggestions on more efficient business practices is
essential to maintain an equilibrium that best serves the Commission. New ideas coupled with
experience are a potent mix and we will strive to take advantage of both.
The office is very effective and very productive.
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6/14/2011 Item 9.0.
The following Action Plan has been developed in an effort to provide clear
expectations for the Executive Manager to the Board of County Commissioners for the
period from June 2010 through May 2011. The Action Plan is based on the broad
areas generally expected to be performed by the Executive Manager.
The Board of County Commissioners is asked to perform an annual evaluation of the
Executive Manager's performance by rating each of the following performance
objectives utilizing the following rating factors. Individual evaluations will be totaled
and averaged to determine the Board's collective position.
Type of Evaluation:
X Annual
_ Special Reason
Time in Classification: IY ear
Review Dates: 6-1-2010
to 5-31-2011
****************************************************************************
RATING FACTORS:
o V rr1L/tJl.- <--
C:ighly SUCC':uI =
----
4~
.
Exceptional = 5
Successful =
3
Development Required
=
2
****************************************************************************
TOTAL RATING: ;2.. S
~J~ )
Commissioner: - "'-
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5/ 2..4-/ ~ /I
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Date
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6/14/2011 Item 9.0.
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Evaluation Rating Document
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AGTJ,O:N' PLAN 2010~20tl, .'. '
I Key Results Area I Measure I Rating
BUDGET AND OTHER FISCAL Prepare and present the budget to the Board of County
ISSUES Commissioners during budget hearings; Timely and
accurately administer and monitor the budget I
throughout the fiscal year, including review of all Field 4-
Purchase Orders and Purchase Orders; approve all
purchases for the Board of County Commissioners
office; seeks the best solutions and business practices to
ensure fiscally responsible, mutually beneficial
decisions on behalf of the taxpayers and the County
Comments regarding Budget and Other Fiscal Issues
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~ERSON~LRELATEDISSUES
6/14/2011 Item 9.0.
Interview, hire, supervise, train, evaluate, discipline and
coordinate activities of administrative staff of the Board
, of County Commissioners' office and keep affected
I commissioners informed of decisions; foster a "team
! environment" and regularly demonstrate the ability to
I work in cooperation with co-workers and others on the
job; behavior towards co-workers demonstrates positive
support and respect; provide coaching, counseling,
mentoring, encouragement, guidance and support of
employees' own personal development and
improvement efforts; conduct weekly staff meetings
with the Administrative staff of the Board of County
Commissioners' office; inspire and motivate employees
to embrace the vision and mission statement and to
perform to the highest degree possible; sets aggressive
goals and objectives for employees, holds employees
accountable and evaluates performance
.
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Comments regarding Personnel Related Issues
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6/14/2011 Item 9.0.
Coordinate advisory committees and/or task forces
initiated by the Board of County Commissioners,
including sending out letters of term expirations, press
releases, coordinating with Elections to ensure they are
electors, coordinating with staff for recommendations,
. preparing executive summaries and presenting to the
Board of County Commissioners at meetings, notifying 4-
all applicants of appointments, maintain current
membership lists, maintain up-to-date files on all
advisory committees and schedule and prepare New
i Service Awards and Outstanding Member Programs;
I act as Liaison with the Division of Elections for
reporting Minority and Physically Disabled
Appointments
Comments regarding Advisory Boards
.
I
!
I
Packet Page -68-
6/14/2011 Item 9.0.
-'USTOMER SERVICE /
COMMUNICATIONS
Exhibit helpful, courteous and appropriate conduct
towards customers and others; act in a professional
manner and promote the concept of professionalism
! v..ith the public, BCC staff, constitutional officers and
co-workers by portraying a positive demeanor and
engaging in activities that instill confidence and respect
for the BCC and BCC office; acts as an ambassador of
Collier County Government both inside and outside of
the workplace; listens and responds to public requests
while anticipating future needs; interpersonal
: interactions are positive and proactive with
communication of information being the highest
priority; Maintain frequent communication with all
levels of County government, external agencies, local
. businesses, community groups, the media, constituents,
and the general public; coordinate the collection and/or
distribution of information pertaining to the Board of
County Commissioners' activities
4-
Comments regarding Customer Service I Communications
~
~
~~~
~~
~ .JJ~~ 1~
~~~
.
~
~
~
!
I
I.
Packet Page -69-
6/14/2011 Item 9.0.
I OARD OF COUNTY
i COMMISSION MEETINGS
I
Attend Board of County Commissioners' meetings and
workshops as needed; prepare items for the Board of
County Commissioners' agenda; coordinate workshops,
evening public hearings; prepare original documents for
signature and assist Chairman; coordinate and
announce registered speakers; participate in emergency
events and meetings, filling whatever role deemed
necessary in an emergency situation; Attend Strategic
Planning Sessions to coordinate commissioners'
schedules and commitments
4-
Comments regarding Board of County Commission Meetings
.
e
.
Packet Page -70-
6/14/2011 Item 9.0.
eGRIER-U
Act as coordinator between the Board of County
Commissioners and the Commission on Ethics,
including, acting as Local Agency Coordinator for the
I financial disclosure notification system and working
with advisory board members, elected officials and
county employees; Coordinate Value Adjustment
Board events including working with the clerk's office,
county attorney and school board to set dates, prepare
executive SunlDlary for Board of County
Commissioners approval, and coordinate with
secretaries for commissioners' calendars; Accept advice
and constructive feedback agreeably and modifies
behavior accordingly; attend at least two pre-approved
t government related conferences and one management
I conference annually, and share conference notes and
information with administrative staff and
Commissioners; maintain the confidence and trust of
the Commission by not divulging information or
discussing information with inappropriate parties; meet
with the Finance Director from time to time regarding
original documents; meet with the County Manager's
Office to coordinate issues between offices; drives the
efforts of the team in meeting or exceeding established
deadlines with results that are thorough and accurate;
works with team members both inside and outside of
the department to accomplish organizational goals.
-
Comments regarding General
I
I
I
I
I
.
Packet Page -71-
.
4-
.:
.
6/14/2011 Item 9.0.
FFECTIVENESS AND
PRODUCTIVITY
Organizes work and prioritizes specific and attainable
goals; monitors work, creates focus and eliminates
roadblocks; produces quality work in accordance with
schedules and deadlines; seeks new technologies and
methods to improve quantity and quality of
work/services; understands the roles and
responsibilities of others; understands policies,
procedures, rules, regulations and applicable
ordinances; conceives and recommends creative ideas;
understands and manages the creative process and
utilizes good judgment.
4-
Comments Effectiveness and Productivity
~ p pc, it. TUN 1...j ES -F c> 1L . 1 M P Roo V G' M E1\J'r :
~ h- ~_h-"4~~ ~
~ ~ . ,()- 1\.
~ .-- ~ ~
. (j^,,- ~) ~
~ -^'- ~
~ .-J~ ~,
-
.
TOTALRJ\.TING: 2 ~
Im 4-12-2011
Packet Page -72-
-Y
I
.....:./
r
....J
6/14/2011 Item 9.0.
FY 201.1 Action' Plan
. .
Ian MtllcheU, Executive Manager to the Board. of
',.. .Coun~Commjsslo.ners: '.'
The following Action Plan has been developed in an effort to provide clear
expectations for the Executive Manager to the Board of County Commissioners for the
period from June 2010 through May 2011. The Action Plan is based on the broad
areas generally expected to be performed by the Executive Manager.
The Board of County Commissioners is asked to perform an annual evaluation of the
Executive Manager's performance by rating each of the following performance
objectives utilizing the following rating factors. Individual evaluations will be totaled
and averaged to determine the Board's collective position.
Type of Evaluation:
X Annual
_ Special Reason
Time in Classification: 1 Year
Review Dates: 6-1-2010
to 5-31-2011
****************************************************************************
R.<\TING FACTORS:
Exceptional =
5
Highly Successful
4
=
Successful =
3
Development Required
2
=
****************************************************************************
"'7,-'
.J ...J
TOTAL RATING:
.! j
.-'
..
'-" ~----'
, .
~ ~' _r
::! 2 -,--".; ~
,. __r,'
/: _.....:..-:'"""'...~',~.- - ~:
'",",- ,~->
~.)
, Date
:;f'"
, ,
"
.i....-. -~
. -
.'~,~' ,{
CommisSioner!
--.:_-..--- -
'..-~...r~..._-,,-~.
*~**************************************************************************
Packet Page -73-
.
.
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6/14/2011 Item 9.0.
Evaluation Ratinq Document
ACTIO.N. '... PLAN 2010-20-11:
. - -- .
Key Results Area
Measure
Rating
BlTDGET AND OTHER FISCAL
ISSUES
I Prepare and present the budget to the Board of County
Commissioners during budget hearings; Timely and
accurately administer and monitor the budget
throughout the fiscal year, including review of all Field
Purchase Orders and Purchase Orders; approve all
purchases for the Board of County Commissioners
office; seeks the best solutions and business practices to
ensure fiscally responsible, mutually beneficial
decisions on behalf of the taxpayers and the County
,-
..:J
Comments regarding Budget and Other Fiscal Issues
i:i)~z-t:~~;; ~.C.;:- ,...~~'I' ,..Z~;-";-~:a~~; .:/7'-<~:~;;.'i~: ~~j-2::--{_/
~~~ ~?f';;]:_1~~:<>'l:f{:~~i~~- ~?;"5i;; . (" "/'z/~'<d~~.G,
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Packet Page -74-
Interview, hire, supervise, train, evaluate, discipline and
coordinate activities of administrative staff of the Board
I of County Commissioners' office and keep affected
I commissioners informed of decisions; foster a "team
environment" and regularly demonstrate the ability to
work in cooperation with co-workers and others on the
job; behavior towards co-workers demonstrates positive
support and respect; provide coaching, counseling,
I mentoring, encouragement, guidance and support of
, employees' own personal development and .
improvement efforts; conduct weekly staff meetings
with the Administrative staff of the Board of County
Commissioners' office; inspire and motivate employees
to embrace the vision and mission statement and to
perform to the highest degree possible; sets aggressive
I goals and objectives for employees, holds employees
: accountable and evaluates performance
I
I
!
Comments regarding Personnel Related Issues
.ERSONNEL RELATED ISSUES
I
I
I
~
6/14/2011 Item 9.0.
.
..,-'.--'~
I
U
I
.
.
Packet Page -75-
6/14/2011 Item 9.0.
I Coordinate advisory committees and/or task forces
initiated by the Board of County Commissioners,
including sending out letters of term expirations, press
releases, coordinating vvith Elections to ensure they are
electors, coordinating with staff for recommendations,
I preparing executive summaries and presenting to the
I Board of County Commissioners at meetings, notifying
all applicants of appointments, maintain current
membership lists, maintain up-to-date files on all
advisory committees and schedule and prepare New
Service Awards and Outstanding Member Programs;
act as Liaison with the Division of Elections for
reporting Minority and Physically Disabled
Appointments
~_.
"
J
Comments regarding Advisory Boards
,
.,P''") /';~' -
/ . -J-;-,.ryf.' .~ /~...";'t r.-,(~ ,~,J"'''~?
(__~/Cl-Cv' L-l;',-~-l:"~- """:"-?V,;:"'~.'5.;.,,,-z..,,)-" _~?'
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/' .;;::'7 j1. /7 ...l>2u,"';t1m-n --?7a/'l.d:#....L:~>vf! --c:...p'^-- q?..." ,;.L-;;~.;...:!..-~.~;.. ". .A'.,/~ -
I>'vt.::..-t:...~..t. <--1 ,./ t:/ oF' <. v ~ ...:""...."" ../ ~ 'C-~ -' "-.>,,,(
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Packet Page -76-
6/14/2011 Item 9.0.
.
~CUSTOMERSERVICE/
I COMMUNICATIONS
Exhibit helpful, courteous and appropriate conduct
towards customers and others; act in a professional
manner and promote the concept of professionalism
with the public, BCC staff, constitutional officers and
co-workers by portraying a positive demeanor and
engaging in activities that instill confidence and respect
, for the BCC and BCC office; acts as an ambassador of
Collier County Government both inside and outside of
the workplace; listens and responds to public requests
while anticipating future needs; interpersonal
interactions are positive and proactive with
communication of information being the highest
priority; Maintain frequent communication with all
levels of County government, external agencies, local
I businesses, community groups, the media, constituents,
and the general public; coordinate the collection and/or
distribution of information pertaining to the Board of
County Commissioners' activities
~-
Comments regarding Customer Sen,ice I Communications
{...... // ./ /.~. ,~-c.?:::'-"","f';';~Z:::;:J-..:E~:Z,~'"~~'-d(".'~ (;:r;~t..~:~~;~~:
'7~.J'-4 .;"R ;L.4-." ~{ .~. \ ~"
.:; _ -;;-":-1:'"" ....__../ r -~6 ".~5::-.~~:t.-___. r~ :'~"~-"2 -~':-'" ~'~-;:L.~'"Z .";;;t.~>
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./ 7---:..c ~ ~L./,. ....... -",' 'l --L_{..i ;:;"'~-1.. .~'i"~.':;.-:/ t...-'::-..-;::''; -~~--_-=;o: -~~/~- .
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Packet Page -77-
6/14/2011 Item 9.0.
OARD OF COUNTY
I COMMISSION MEETINGS
Attend Board of County Commissioners' meetings and
workshops as needed; prepare items for the Board of
County Commissioners' agenda; coordinate workshops,
evening public hearings; prepare original documents for
signature and assist Chairman; coordinate and
announce registered speakers; participate in emergency
events and meetings, filling whatever role deemed
necessary in an emergency situation; Attend Strategic
Planning Sessions to coordinate commissioners'
I schedules and commitments
Comments regarding Board of County Commission Meetings
--
~
_or
t' .I..,' /;
.~... .?'"f'" .,.~")' .r
/' "7,r ,.'" / '" >-:' .' /' /
I,., .,. ,....-~,...!~t,.--~)~ '
,
Packet Page -78-
6/14/2011 Item 9.0.
.
.ENER.AJ.
--
Act as coordinator between the Board of County
Commissioners and the Commission on Ethics,
including, acting as Local Agency Coordinator for the
financial disclosure notification system and working
with advisory board members, elected officials and
county employees; Coordinate Value Adjustment
Board events including working with the clerk's office,
county attorney and school board to set dates, prepare
executive summary for Board of County
Commissioners approval, and coordinate with
secretaries for commissioners' calendars; Accept advice
and constructive feedback agreeably and modifies
behavior accordingly; attend at least two pre-approved
government related conferences and one management
conference annually, and share conference notes and
information with administrative staff and
Commissioners; maintain the confidence and trust of
the Commission by not divulging information or
discussing information v.rith inappropriate parties; meet
with the Finance Director from time to time regarding
original documents; meet 'With the County Manager's
Office to coordinate issues between offices; drives the
efforts of the team in meeting or exceeding established
deadlines with results that are thorough and accurate;
works with team members both inside and outside of
the department to accomplish organizational goals.
<.
-...-","
I.
Comments regarding General
e
I
.
Packet Page -79-
6/14/2011 Item 9.0.
.eFFECTIVENESS AND
PRODUCTIVITY
Organizes work and prioritizes specific and attainable
goals; monitors work, creates focus and eliminates
roadblocks; produces quality work in accordance with
schedules and deadlines; seeks new technologies and
methods to improve quantity and quality of
work/services; understands the roles and
responsibilities of others; understands policies,
procedures, rules, regulations and applicable
ordinances; conceives and recommends creative ideas;
understands and manages the creative process and
utilizes good judgment.
---
--
l...S
Comments Effectiveness and Productivity
I
TOTAL RATING:
1m 4-12-2011
Packet Page -80-
e
e
--
6/14/2011 Item 9.0.
The following Action Plan has been developed in an effort to provide clear
expectations for the Executive Manager to the Board of County Commissioners for the
period from June 2010 through May 2011. The Action Plan is based on the broad
areas generally expected to be performed by the Executive Manager.
The Board of County Commissioners is asked to perform an annual evaluation of the
Executive Manager's performance by rating each of the following performance
objectives utilizing the following rating factors. Individual evaluations will be totaled
and averaged to determine the Board's collective position.
Type of Evaluation:
X Annual
_ Special Reason
.
.
.
Time in Classification: 1 Year
Review Dates: 6-1-2010
to 5-31-2011
****************************************************************************
RATING FACTORS:
Exceptional =
5
Highly Successful
4
=
Successful =
3
Development RequiI"ed
2
=
****************************************************************************
TOTAL RATING: 30
AD~~
C J.
omITflSSlOner
5=~t9-I{
Date
****************************************************************************
Packet Page -81-
6/14/2011 Item 9.0.
,
Evaluation RatinfJ Document
-ACTIONPLAN 2010-2011:
I Key Results Area I Measure Rating
BUDGET AND OTHER FISCAL Prepare and present the budget to the Board of C01IDty
ISSUES Commissioners during budget hearings; Timely and
accurately administer and monitor the budget 5
throughout the fiscal year, including review of all Field
Purchase Orders and Purchase Orders; approve all
purchases for the Board of County Commissioners
office; seeks the best solutions and business practices to
ensure fiscally responsible, mutually beneficial
1 decisions on behalf of the taxpayers and the County
Comments regarding Budget and Other Fiscal Issues
'-
Packet Page -82-
WERSONNEL RELATED ISSUES
I
I
I
,
I
6/14/2011 Item 9.0.
Interview, hire, supervise, train, evaluate, discipline and
coordinate activities of administrative staff of the Board
il of County Commissioners' office and keep affected
commissioners informed of decisions; foster a "team
; environment" and regularly demonstrate the ability to
work in cooperation with co-workers and others on the
job; behavior towards co-workers demonstrates positive
support and respect; provide coaching, counseling,
! mentoring, encouragement, guidance and support of
I employees' own personal development and
inlprovement efforts; conduct weekly staff meetings
I vvith the Administrative staff of the Board of County
Commissioners' office; inspire and motivate employees
to embrace the vision and mission statement and to
: perform to the highest degree possible; sets aggressive
goals and objectives for employees, holds employees
accountable and evaluates performance
.
~
I
I
Comments regarding Personnel Related Issues
I
I
I
i
I
,
e
I
I-
I
,
\
.
Packet Page -83-
6/14/2011 Item 9.0.
! 1 Coordinate advisory committees and/or task forces
initiated by the Board of County Commissioners,
, including sending out letters of term expirations, press
releases, coordinating with Elections to ensure they are
electors, coordinating with staff for recommendations,
preparing executive summaries and presenting to the
Board of County Commissioners at meetings, notifying
I all applicants of appointments, maintain current
membership lists, maintain up-to-date files on all
. advisory committees and schedule and prepare New
I Service Awards and Outstanding Member Programs;
act as Liaison vvith the Division of Elections for
! reporting Minority and Physically Disabled
Appointments
Comments regarding Advisory Boards
.
I
,
I~
\
I
I
6/14/2011 Item 9.0.
~CUSTOMER SERVICE / Exhibit helpful, courteous and appropriate conduct
; COMMUNICATIONS towards customers and others; act in a professional
manner and promote the concept of professionalism
with the public, BCC staff, constitutional officers and
co-workers by portraying a positive demeanor and
engaging in activities that instill confidence and respect
for the BCC and BCC office; acts as an ambassador of 5
Collier County Government both inside and outside of I
the workplace; listens and responds to public requests
while anticipating future needs; interpersonal
interactions are positive and proactive with
communication of information being the highest
priority; Maintain frequent communication with all
levels of County government, external agencies, local
businesses, community groups, the media, constituents,
and the general public; coordinate the collection and/or
distribution of information pertaining to the Board of
I County Commissioners' activities
I Comments regarding Customer Service / Communications
I
e
.
.
\
e
.
Packet Page -85-
6/14/2011 Item 9.0.
OARD OF COUNTY
COMMISSION MEETINGS
Attend Board of County Commissioners' meetings and
workshops as needed; prepare items for the Board of
1 County Commissioners' agenda; coordinate workshops,
I evening public hearings; prepare original documents for
signature and assist Chairman; coordinate and
announce registered speakers; participate in emergency
events and meetings, fIlling whatever role deemed
necessary in an emergency situation; Attend Strategic
Planning Sessions to coordinate commissioners'
schedules and commitments
5
Comments regarding Board of County Commission Meetings
.
I
I
Packet Page -86-
6/14/2011 Item 9.0.
eGEKERAL
Act as coordinator between the Board of County
Commissioners and the Commission on Ethics,
! including, acting as Local Agency Coordinator for the
financial disclosure notification system and working
v..rith advisory board members, elected officials and
county employees; Coordinate Value Adjustment
Board events including working with the clerk's office,
county attorney and school board to set dates, prepare
I executive sunnnary for Board of County
Commissioners approval, and coordinate with
secretaries for commissioners' calendars; Accept advice
and constructive feedback agreeably and modifies
behavior accordingly; attend at least two pre-approved
government related conferences and one management
conference annually, and share conference notes and '2
information with administrative staff and of ·
.
I Commissioners; maintain the confidence and trust of
, the Commission by not divulging information or
i discussing information with inappropriate parties; meet
with the Finance Director from time to time regarding
original documents; meet with the County Manager's
Office to coordinate issues between offices; drives the
efforts of the team. in meeting or exceeding established
deadlines with results that are thorough and accurate;
works with team members both inside and outside of
the department to accomplish organizational goals.
e
Comments regarding General
e
I
Packet Page -87-
3
.
I.
I
6/14/2011 Item 9.0.
EFFECTIVENESS AND
PRODUCTIVITY
I Organizes work and prioritizes specific and attainable
goals; monitors work, creates focus and eliminates
roadblocks; produces quality work in accordance with
schedules and deadlines; seeks new technologies and
methods to improve quantity and quality of
i work/services; understands the roles and
i responsibilities of others; understands policies,
procedures, rules, regulations and applicable
ordinances; conceives and recommends creative ideas;
understands and manages the creative process and
utilizes good judgment.
~
Comments Effectiveness and Productivity
I
TOTAL RATING: ~O
1m 4-12-2011
Df
Packet Page -88-
6/14/2011 Item 9.0.
.
The following Action Plan has been developed in an effort to provide clear
expectations for the Executive Manager to the Board of County Commissioners for the
period from June 2010 through May 2011. The Action Plan is based on the broad
areas generally expected to be performed by the Executive Manager.
The Board of County Commissioners is asked to perform an annual evaluation of the
Executive Manager's performance by rating each of the following performance
objectives utilizing the following rating factors. Individual evaluations will be totaled
and averaged to determine the Board's collective position.
Type of Evaluation:
X Annual
_ Special Reason
Time in Classification: 1 Year
Review Dates:
6-1-2010
to 5-31-2011
****************************************************************************
RA.TING FACTORS: .
Exceptional = 5 Highly Successful = 4
Successful = 3 Development Required = 2
****************************************************************************
TOT AL RATING: 3 \
C~-...~c.A~~ \~'..'\.\~{
Commissiottcr
- I I
:::::l!d-.7,i(
Date
****************************************************************************
.
Packet Page -89-
6/14/2011 Item 9.0.
Evaluation Ratina Document
c "'::::AeT}f6HFJs;'~N{;''''lil{).jO,1 r<':'?;i};:~::~",;;..<,,:..
. ,:; . :;>~~s~J~~~ ~~: s ';' .:-' :~'.~::'~o' ;~~I~ ~ _: -~1~j/i:~~ -;; :~~~; ~:i,<:;~_:~;':_~::~;~t1~i~~~~}::~i;ni.' ~.~>~~' ',~' -'.", '-- ':~'--~-'~~}} i';~?~:~:L~->:.-_::.;'<i:~: ~;,'~: .l~~~~r:;~i ~:, -..~ :.~.:~ '<;"j <";
Key Results Area Measure
Rating
.
BUDGET AND OTHER FISCAL
ISSUES
Prepare and present the budget to the Board of County
Commissioners during budget hearings; Timely and
accurately administer and monitor the budget
throughout the fiscal year, including review of all Field
Purchase Orders and Purchase Orders; approve all
purchases for the Board of County Commissioners
office; seeks the best solutions and business practices to
ensure fiscally responsible, mutually beneficial
decisions on behalf of the taxpayers and the County
u
j
I Comments regarding Budget and Other Fiscal Issues
I IComments from Ian Mitchell's Self l::valuation I
I The budget for F20n did show an increase over the budget level for F201 0 even though the BeC
, office did make cuts in expenditures on items it has control. What is problematic for the budget is the
t is expected at cost center level as against fund level.
For the elected officials the State dictates the salary and pension levels and at a county level as we
rationalize how we apportion costs for such items as computer support, telephone senrice the total of
line items the manager can apply cost savings diminishes.
The reality of the budget at the cost center level is that 97.6% is dictated by outside sources and other
than head count reduction cannot be adjusted.
This aside the BCC office has over the last 12 months taken steps to ensure we are economizing
particularly in the usage of office supplies, paper and printing. Double sided printing is encouraged
I' unless a Commissioner does not want documents presented this way. Color printing is discouraged
unless it has definite impact on the document. The BCC stationary is now printed within house.
I
! In the year to allow the aides to become a greater part of the budget and solutions they have taken on
board managing the purchase orders and processing the invoices. This is generating input to change
procedures that during the year has been very positive and with new staff fresh input has been
received and is a positive for the department. In addition we removed all external storage so in the last
18 months the office has dealt with over 600 boxes for a significant cost saving.
Packet Page -90-
6/14/2011 Item 9.0.
.
PERSONNEL RELATED ISSUES
Interview, hire, supervise, train, evaluate, discipline and
coordinate activities of administrative staff of the Board
of County Commissioners' office and keep affected
commissioners infomled of decisions; foster a "team
environment" and regularly demonstrate the ability to
work in cooperation with co-workers and others on the
job; behavior towards co-workers demonstrates positive
support and respect; provide coaching, counseling,
mentoring, encouragement, guidance and support of
employees' own personal development and
improvement efforts; conduct weekly staff meetings
with the Administrative staff of the Board of County
Commissioners' office; inspire and motivate employees
to embrace the vision and mission statement and to
perform to the highest degree possible; sets aggressive
goals and objectives for employees, holds employees
accountable and evaluates performance
L{
Comments regarding Personnel Related Issues
IComments from Ian Mitchell's Self Evaluation
I The year has seen the Bee office experience several challenges as we have appointed tv\'o new
, members of staff and interchanged two aides with Commissioners.
I
I Mercurial is a good descriptor of the office. During the year we have worked very hard to foster a
I team spirit and have had several events that have involved all the aides and it has been a positive
environment.
We have recently made significant changes in staff and with the advent of two new aides the dynamic
in the office has changed and building on this should be positive for the office.
In the year the staff adopted and were trained for the SIRE document storage system this allowed us
to remove all external storage. In addition the staff has become conversant with the new agenda
I system again from SIRE and it has been a smooth transition. To augment this recently we haye taken
I advantage of the ability to use the IPad technology for the board meetings.
I
I
I The staff have been actively encouraged to take advantage of County training and supported with
I time to attend.
I -
I We have not held regular scheduled staff meetings but have worked towards regular communication I
I and then come together if a particular set of items need group discussion. Within the confidentiality of 'I
the Commissioners and the integrity of the office the communication is encouraged and in fact does
take place so there is a constant ability to keep pace with changes within the county.
6/14/2011 Item 9.0.
VISOR Y BOARDS
Coordinate advisory committees and/or task forces
initiated by the Board of County Commissioners,
including sending out letters of term expirations, press
releases, coordinating with Elections to ensure they are
electors, coordinating with staff for recommendations,
preparing executive summaries and presenting to the
Board of County Commissioners at meetings, notifying
all applicants of appointments, maintain current
membership lists, maintain up-to-date files on all
advisory committees and schedule and prepare New
Service Awards and Outstanding Member Programs;
act as Liaison with the Division of Elections for
repOliing Minority and Physically Disabled
Appointments
Lt
Comments rcuardina Adviso Boards
Comments from Ian Mitchell's Self Evaluation
The advisory committees are a major element within the BCC office. e currently have 48 advisory
boards, committees and authorities. With the membership constantly changing the need to inform,
advertise, involve staff and monitor timelines and responses with, in the final stage, preparing the
documents for board perusal.
.e membership list consists of 315 Collier citizens. As they reach multiples of 5 years we present
rvice awards and also have advisory members of the month and year.
Certain boards require financial fIlings by the members and the responsibility to ensure they meet the
deadlines fall on this office. Working with the elections office and with the support of the County
Attorney's office has been rewarding and assisted greatly in absorbing the intricacies of the advisory
boards.
After taking over the responsibility 12 months ago it became essential to have knowledge of the
ordinances and statutes that cover the advisory boards. In addition it has been very important to form
a working relationship with both the staff liaisons and the board chairman.
At the beginning of the year at the request of the State I reported on the changes to the boards with
reference to minority and physically disabled appointments. This was completed on time and
submitted.
6/14/2011 Item 9.0.
I, CUSTOMER SERVICE I
, COMMUNICATIONS
Exhibit helpful, courteous and appropriate conduct
towards customers and others; act in a professional
manner and promote the concept of professionalism
with the public, BCC staff, constitutional officers and
co-workers by portraying a positive demeanor and
engaging in activities that instill confidence and respect
for the BCC and BCC office; acts as an ambassador of
Collier County Government both inside and outside of
the workplace; listens and responds to public requests
while anticipating future needs; interpersonal
interactions are positive and proactive with
communication of information being the highest
priority; Maintain frequent communication with all
levels of County government, external agencies, local
businesses, community groups, the media, constituents,
and the general public; coordinate the collection and/or
distribution of information pertaining to the Board of
County Commissioners' activities
.
~
Comments regarding Customer Service / Communications
IComments from Ian Mitchell's Self Evaluation
During the year I regard I have accomplished this section to the fullest extent. It has been a particular .
focus to encourage to the maximum an interaction with all persons within my job sphere it has been
positive, and a great success.
The aides are an extension of this and they have in the last 12 months forwarded 354 items into Aims.
This is an indication of the extensive nature of tbe aide's interactions witb citizens and their issues. It
should be taken into account that invariably an Aims item involves several phone calls and
communication with a variety of sources. In the last year this has been a major accomplishment for
the office.
The respect the staff and I command within county government, the county business community and
citizens at large is very evident and it continues to be a focus so as to continue to build on this element.
.
Packet Page -93-
6/14/2011 Item 9.0.
ARD OF COUNTY
COMMISSION MEETINGS
Attend Board of County Commissioners' meetings and
workshops as needed; prepare items for the Board of
County Commissioners' agenda; coordinate workshops,
evening public hearings; prepare original documents for
signature and assist Chairman; coordinate and
announce registered speakers; participate in emergency
events and meetings, filling whatever role deemed
necessary in an emergency situation; Attend Strategic
Planning Sessions to coordinate commissioners'
schedules and commitments
s
Comments re ardina Board of Coun I Commission Meetings
Comments from Ian Mitchell's Self Evaluation
I have worked diligently through the year to make the board meetings run smoothly both from an
office support perspective and from the role I play within the meeting. As we cycle through the year
different aspects of the responsibilities centered on meetings, workshops etc have been a steep
learning curve.
'\forking with the support of the County Attorney's office and the County Manager's office it has
been possible to refine and improve on certain processes. In addition bringing a different attitude to
the complexities of the Commission meetings has definitely had a positive effect.
eing a member of the committee that designed the new agenda system the transfer to the new
ocess was seamless and showed the strength of careful planning and the full coordinated efforts of
all departments.
The opportunities to increase the use of technology that is well proven and thus making infonnation
more quickly available to the Commission will be explored to capitalize on what is readily available
will be explored as a member of the ITEC committee.
1
J
Packet Page -94-
6/14/2011 Item 9.0.
GENERAL Act as coordinator between the Board of County
Commissioners and the Commission on Ethics,
including, acting as Local Agency Coordinator for the
financial disclosure notification system and working
with advisory board members, elected officials and
county employees; Coordinate Value Adjustment
Board events including working with the clerk's office,
county attorney and school board to set dates, prepare LI
executive summary for Board of County
Commissioners approval, and coordinate with
secretaries for commissioners' calendars; Accept advice
and constructive feedback agreeably and modifies
! behavior accordingly; attend at least two pre-approved
government related conferences and one management
conference annually, and share conference notes and
information with administrative staff and
I Commissioners; maintain the confidence and trust of
the Commission by not divulging information or
discussing information with inappropriate parties; meet
with the Finance Director from time to time regarding
i original documents; meet with the County Manager's
Office to coordinate issues between offices; drives the
efforts of the team in meeting or exceeding established
deadlines with results that are thorough and accurate;
II works with team members both inside and outside of
the department to accomplish organizational goals.
IComments from Ian Mitchell's Self Evaluation ul
Comments regarding General
During the year I have worked successfully with the Commission on Ethics and as local agency
coordinator ensured full compliance by all reporting members in tIle timcframe set. In addition as we
have made changes to boards and committees I have updated the database with the Commission on
Ethics and enjoyed numerous conversations as I became fully acquainted with the process. \Vorking
I closely with the Clerk's office I have covered all the required aspects of the Commission invoh'cmcnt
in the Value Adjustment Board.
The coordination of the Commissioner with the various outside and internal agencies requiring
meetings with the BeC has been successfully achieved and building effective communication with
i these agencies has been a priority. The managing of the boardroom calendar is a task that is
I continuous and each week an update is forwarded across the full county government. Working with ,
the administrative staff to ensure full utilization of the boardroom asset has been successfully achieved ,
; and the outside agencies that take advantage of the facility have also been given a level of service that
has reflected well on the BCe office.
The BCe office currently enjoys a positive position within the county. In the last year we have started
to change the perceptions that previously existed. The office is protective of the integrity of the
Commission. The dynamics within the office are what is to be expected from the individuals I manage
! in their duality of being a Commissioners aide and part of an office administration. There is a
i requirement to maintain confidentiality around each Commissioner and act with integrity with regard
to the general information flow within the office. Due to budget constraints no external training has
occurred but when it is 0 ortune I would like to attend FAC traininO".
Packet Page -95-
.
.
.
6/14/2011 Item 9.0.
ECTIVENESS AND
PRODUCTIVITY
Organizes work and prioritizes specific and attainable
goals; monitors work, creates focus and eliminates
roadblocks; produces quality work in accordance with
schedules and deadlines; seeks new technologies and
methods to improve quantity and quality of
work/services; understands the roles and
responsibilities of others; understands policies,
procedures, rules, regulations and applicable
ordinances; conceives and recommends creative ideas;
understands and manages the creative process and
utilizes good judgment.
s
Comments Effectiveness and Productivity
Comments from Ian Mitchell's Self Evaluation
The Board of County Commissioner s 0 Ice provl es e ective suppor to t e 5 Commissioners. In the
last year we have managed major changes of staff and the introduction of a new Commissioner who is ,
the first new Commissioner in a very long period of time. This has meant accepting different work
practices than before and has challenged the office to accept and absorb the changes.
From all perspectives the office functions efficiently and as could be expected from any small group
continues to challenge itself as the experience and personalities of the staff express themselves.
Nith the advent of a new Commissioner and two aides the office the next year will see changes as the
lture evolves. Being open to new ideas and suggestions on more efficient business practices is
essential to maintain an equilibrium that best serves the Commission. New ideas coupled with
experience are a potent mix and we will strive to take advantage of both.
The office is very effective and very productive.
.
Packet Page -96-
6/14/2011 Item 9.0.
,FY2D11 Action Plan
. ]an MtlcheJ~., Execut1ve Manager to the Board of
CouJI1'y_Commissi~ner~ .
The following Action Plan has been developed in an effort to provide clear
expectations for the Executive Manager to the Board of County Commissioners for the
period from June 2010 through May 2011. The Action Plan is based on the broad
areas generally expected to be performed by the Executive Manager.
The Board of County Commissioners is asked to perform an annual evaluation of the
Executive Manager's performance by rating each of the following performance
objectives utilizing the following rating factors. Individual evaluations will be totaled
and averaged to determine the Board's collective position.
Type of Evaluation:
X Annual
_ Special Reason
Time in Classification: 1 Year
Review Dates: 6-1-2010
to 5-31-2011
****************************************************************************
RATING FACTORS:
Exceptional =
5
Highly Successful
4
=
Successful
3
Development Required
2
****************************************************************************
TOTAL RATING:
28
Henning
Commissioner
Date
****************************************************************************
Packet Page -97-
.
.
.
6/14/2011 Item 9.0.
.
Evaluation Ratinq Document
"':..:-ActIg~'_l!~~~.2~:~g~~,91,~~~..~,~~.~I;'\,e-',." .
Key Results Area
Measure
Rating
BUDGET AND OTHER FISCAL
ISSUES
Prepare and present the budget to the Board of County
Commissioners during budget hearings; Timely and
accurately administer and monitor the budget
throughout the fiscal year, including review of all Field
Purchase Orders and Purchase Orders; approve all
purchases for the Board of County Commissioners
office; seeks the best solutions and business practices to
ensure fiscally responsible, mutually beneficial
decisions on behalf of the taxpayers and the County
4
Comments regarding Budget and Other Fiscal Issues
The budget for F2011 did show an increase over the budget level for F2010 even though the BCC
fflce did make cuts in expenditures on items it has control. What is problematic for the budget is the
ut is expected at cost center level as against fund level.
For the elected officials the State dictates the salary and pension levels and at a county level as we
rationalize how we apportion costs for such items as computer support, telephone service the total of
line items the manager can apply cost savings diminishes.
The reality of the budget at the cost center level is that 97.6% is dictated by outside sources and other
than head count reduction cannot be adjusted.
This aside the BCC office has over the last 12 months taken steps to ensure we are economizing
particularly in the usage of office supplies, paper and printing. Double sided printing is encouraged
unless a Commissioner does not want documents presented this way. Color printing is discouraged
unless it has definite impact on the document. The BCe stationary is now printed within house.
In the year to allow the aides to become a greater part of the budget and solutions they have taken on
board managing the purchase orders and processing the invoices. This is generating input to change
procedures that during the year has been very positive and ,,,ith new staff fresh input has been
received and is a positive for the department. In addition we removed all external storage so in the last
18 months the office has dealt with over 600 boxes for a significant cost saving.
Packet Page -98-
PERSONNEL RELATED ISSUES
6/14/2011 Item 9.0.
.
Interview, hire, supervise, train, evaluate, discipline and
coordinate activities of administrative staff of the Board
of County Commissioners' office and keep affected
commissioners informed of decisions; foster a "team
environment" and regularly demonstrate the ability to
work in cooperation with co-workers and others on the
job; behavior towards co-workers demonstrates positive
support and respect; provide coaching, counseling,
mentoring, encouragement, guidance and support of
employees' own personal development and
improvement efforts; conduct weekly staff meetings
with the Administrative staff of the Board of County
Commissioners' office; inspire and motivate employees
to embrace the vision and mission statement and to
perform to the highest degree possible; sets aggressive
goals and objectives for employees, holds employees
accountable and evaluates performance
4
Comments regarding Personnel Related Issues
.
The year has seen the BCC office experience several challenges as we have appointed two new
members of staff and interchanged two aides with Commissioners.
"Mercurial is a good descriptor of the office. During the year we have worked very hard to foster a
team spirit and have had several events that have involved all the aides and it has been a positive
environment.
We have recently made significant changes in staff and v\'ith the advent of two new aides the dynamic
in the office has changed and building on this should be positive for the office.
In the year the staff adopted and were trained for the SIRE document storage system this allowed us
to remove all external storage. In addition the staff has become conversant with the new agenda
system again from SIRE and it has been a smooth transition. To augment this recently we have taken
advantage of the ability to use the IPad technology for the board meetings.
The staff have been actively encouraged to take advantage of County training and supported with
time to attend.
\Ve have not held regular scheduled staff meetings but have worked towards regular communication
and then come together if a particular set of items need group discussion. \Vithin the confidentiality of
the Commissioners and the integrity of the office the communication is encouraged and in fact does .
take place so there is a constant ability to keep pace with changes "within the county.
Packet Page -99-
6/14/2011 Item 9.0.
ADVISORY BOARDS
Coordinate advisory committees and/or task forces
initiated by the Board of County Commissioners,
including sending out letters of term expirations, press
releases, coordinating with Elections to ensure they are
electors, coordinating with staff for recommendations,
preparing executive summaries and presenting to the
Board of County Commissioners at meetings, notifying
all applicants of appointments, maintain current
membership lists, maintain up-to-date files on all
advisory committees and schedule and prepare New
Service Awards and Outstanding Member Programs;
act as Liaison with the Division of Elections for
reporting Minority and Physically Disabled
Appointments
4
Comments regarding Advisory Boards
The advisory committees are a major element within the BCC office. We currently have 48 advisory
boards, committees and authorities. With the membership constantly changing the need to inform,
advertise, involve staff and monitor timelines and responses with, in the final stage, preparing the
documents for board perusal.
he membership list consists of 315 Collier citizens. As they reach multiples of 5 years we present
service awards and also have advisory members of the month and year.
Certain boards require financial filings by the members and the responsibility to ensure they meet the
deadlines fall on this office. Working with the elections office and with the support ofthe County
Attorney's office has been rewarding and assisted greatly in absorbing the intricacies of the advisory
boards.
After taking over the responsibility 12 months ago it became essential to have knowledge of the
ordinances and statutes that cover the advisory boards. In addition it has been very important to form
a working relatiouship with both the staff liaisons and the board chairman.
At the beginning of the year at the request of the State I reported on the changes to the boards with
reference to minority and physically disabled appointments. This was completed on time and
submitted.
Thank you for extra information as requested TH
Packet Page -100-
6/14/2011 Item 9.0.
.
CUSTOMER SERVICE /
COMMUNICATIONS
Exhibit helpful, courteous and appropriate conduct
towards customers and others; act in a professional
manner and promote the concept of professionalism
with the public, BCC staff, constitutional officers and
co-workers by portraying a positive demeanor and
engaging in activities that instill confidence and respect
for the BCC and BCC office; acts as an ambassador of
Collier County Government both inside and outside of
the workplace; listens and responds to public requests
while anticipating future needs; interpersonal
interactions are positive and proactive with
communication of information being the highest
priority; Maintain frequent communication with all
levels of County government, external agencies, local
businesses, community groups, the media, constituents,
and the general public; coordinate the collection and/or
distribution of information pertaining to the Board of
County COlmnissioners' activities
4
Comments regarding Customer Service / Communications
During the year I regard I have accomplished this section to the fullest extent. It has been a particular
focus to encourage to the maximum an interaction with all persons within my job sphere it has been
positive, and a great success.
.
The aides are an extension of this and they have in the last 12 months forwarded 354 items into Aims.
This is an indication of the extensive nature ofthe aide's interactions with citizens and their issues. It
should be taken into account that invariably an Aims item involves several phone calls and
communication with a variety of sources. In the last year this has been a major accomplishment for
the office.
The respect the staff and I command within county government, the county business community and
citizens at large is very evident and it continues to be a focus so as to continue to build on this element.
.
Packet Page -101-
6/14/2011 Item 9.0.
BOARD OF COUNTY
COMMISSION MEETINGS
Attend Board of County Commissioners' meetings and
workshops as needed; prepare items for the Board of
County Commissioners' agenda; coordinate workshops,
evening public hearings; prepare original documents for
signature and assist Chairman; coordinate and
announce registered speakers; participate in emergency
events and meetings, filling whatever role deemed
necessary in an emergency situation; Attend Strategic
Planning Sessions to coordinate commissioners'
schedules and commitments
4
Comments regarding Board of County Commission :Meetings
I have worked diligently through the year to make the board meetings run smoothly both from an
office support perspective and from the role I play within the meeting. As we cycle through the year
different aspects of the responsibilities centered on meetings, workshops etc have been a steep
learning curve.
Working with the support of the County Attorney's office and the County Manager's office it has
been possible to refine and improve on certain processes. In addition bringing a different attitude to
the complexities of the Commission meetings has definitely had a positive effect.
eing a member of the committee that designed the new agenda system the transfer to the new
process was seamless and showed the strength of careful planning and the full coordinated efforts of
all departments.
The opportunities to increase the use of technology that is well proven and thus making information
more quickly available to the Commission will be explored to capitalize on what is readily available
will be explored as a member of the ITEC committee.
Packet Page -102-
6/14/2011 Item 9.0.
.
GENERAL
Act as coordinator between the Board of County
Commissioners and the Commission on Ethics,
including, acting as Local Agency Coordinator for the
fmancial disclosure notification system and working
with advisory board members, elected officials and
county employees; Coordinate Value Adjustment
Board events including working with the clerk's office,
county attorney and school board to set dates, prepare
executive summary for Board of County
Commissioners approval, and coordinate with
secretaries for commissioners' calendars; Accept advice
and constructive feedback agreeably and modifies
behavior accordingly; attend at least two pre-approved
government related conferences and one management
conference annually, and share conference notes and
information with administrative staff and
Commissioners; maintain the confidence and trust of
the Commission by not divulging information or
discussing information with inappropriate parties; meet
with the Finance Director from time to time regarding
original documents; meet with the County Manager's
Office to coordinate issues between offices; drives the
efforts of the team in meeting or exceeding established
deadlines with results that are thorough and accurate;
works with team members both inside and outside of
the department to accomplish organizational goals.
.
4
Comments regarding General
During the year I have worked successfully with the Commission on Ethics and as local agency
coordinator ensured full compliance by all reporting members in the timeframe set. In addition as we
have made changes to boards and committees I have updated the database with the Commission on
Ethics and enjoyed numerous conversations as I became fully acquainted with the process. Working
closely with the Clerk's office I bave covered all the required aspects ofthe Commission involvement
in the Value Adjustment Board.
The coordination of the Commissioner with the various outside and internal agencies requiring
meetings with the BCC has been successfully achieved and building effective communication with
these agencies has been a priority. The managing of the boardroom calendar is a task that is
continuous and each week an update is forwarded across the full county government. Working 'with
the administrative staff to ensure full utilization of the boardroom asset has been successfully achieved
and the outside agencies that take advantage of the facility have also been given a level of service that
has reflected well on the BCC office.
The BCC office currently enjoys a positive position within the county. In the last year we have started
to change the perceptions that previously existed. The office is protective of the integrity of the
Commission. The dynamics within the office are what is to be expected from the individuals I manage
in their duality of being a Commissioners aide and part of an office administration. There is a .
requirement to maintain confidentiality around each Commissioner and act "\\ith integrity with regard
to the general information flow within the office. Due to budget constraints no external training has
occurred but when it is opportune I would like to attend FAC training.
Packet Page -103-
6/14/2011 Item 9.0.
EFFECTrvENESS~
PRODUCTIVITY
Organizes work and prioritizes specific and attainable
goals; monitors work, creates focus and eliminates
roadblocks; produces quality work in accordance with
schedules and deadlines; seeks new technologies and
methods to improve quantity and quality of
work/services; understands the roles and
responsibilities of others; understands policies,
procedures, rules, regulations and applicable
ordinances; conceives and recommends creative ideas;
understands and manages the creative process and
utilizes good judgment.
4
Comments Effectiveness and Productivity
The Board of County Commissioner's office provides effective support to the 5 Commissioners. In the
last year we have managed major changes of staff and the introduction of a new Commissioner who is
the first new Commissioner in a very long period of time. This has meant accepting different work
practices than before and has challenged the office to accept and absorb the changes.
From all perspectives the office functions efficiently and as could be expected from any small group
continues to challenge itself as the experience and personalities of the staff express themselves.
ith the advent of a new Commissioner and two aides the office the next year will see changes as the
culture evolves. Being open to new ideas and suggestions on more efficient business practices is
essential to maintain an equilibrium that best serves the Commission. New ideas coupled with
experience are a potent mix and we will strive to take advantage of both.
The office is very effective and very productive.
Packet Page -104-
6/14/2011 Item 9.0.
COMMENTS: for 2011 and 2012 I would like to see a balance of work load for Commissioners Aide's.
Aides to the Board Member are very important to Customer Service, Positive and constructive criticism will
help us in achieving Customer Service. TH.
TOTAL RATING: 28
1m 4-12-2011
Packet Page -105-
.
.
.