Carmel-by-the-Sea Municipal Code Art. VIII Performance Evaluations

The primary purpose of an evaluation program is to motivate employees to work at their highest capacity by better delineating work responsibilities, jointly establishing job standards and objectives, reviewing progress toward achieving those results, and subsequently planning the employee's future development; and providing a basis for rewarding employees according to their achievement.

(Ord. 87-1 § 2, 1987)

For the purpose of this article only, the following shall apply:

A.

"Employee performance evaluation"

means a formal review of an employee's work performance, documentation of the information, and discussion with the employee concerning work performance. This process is also referred to by the terms "employee evaluation" and "employee rating."

B.

"Evaluator"

means the individual having full supervisorial or managerial responsibilities who prepares and discusses the performance evaluation with the employee.

C.

"Reviewer"

means the individual who reviews the completed performance evaluation. The reviewer is the department manager or City Administrator. The reviewer may attach supplemental comments to the completed performance evaluation.

(Ord. 87-1 § 2, 1987)

The department manager will have responsibilities in the following areas with respect to employee performance evaluations:

A. Ensure that employees understand all the job duties and responsibilities in their formal job description;

B. Ensure that all employees in the department receive performance evaluations in accordance with the provisions of these rules, based upon their formal job description;

C. Ensure that all persons conducting performance evaluations in the department understand the department's objectives, the purpose of performance evaluations, and the process of fairly and impartially evaluating employees' work performance;

D. Ensure that employee performance evaluations are accomplished in a timely manner in accordance with the provisions of these rules;

E. Ensure the security and confidentiality of employee performance evaluations by the following:

1. The evaluations will be typewritten. If typed by someone other than the evaluator, that individual will be selected carefully and precautions will be taken to ensure that information about the employee evaluation does not extend beyond the person required to type the evaluation.

2. Discussions with employees regarding performance evaluations shall be held in a manner and location protecting the privacy of the discussion.

3. Performance evaluations and related materials will be protected from the scrutiny of unauthorized persons at all times.

4. The original of the employee's performance evaluation will be secured in the employee's central personnel file.

(Ord. 87-1 § 2, 1987)

All formal employee evaluation reports will be on forms approved by the City Administrator.

(Ord. 87-1 § 2, 1987)

A. At-will employees will be evaluated every eight weeks during the training and observation period. It is expected that meetings will be held between formal evaluations to discuss the employee's performance. The final evaluation will occur no later than two weeks before the end of the training and observation period. If the training and observation period has been extended, the final evaluation will occur no later than two weeks before the end of the extended period.

B. Regular status employees will be evaluated at least annually. The annual evaluation will occur no later than two weeks prior to the employee's anniversary date for the position held.

C. A department manager may evaluate employee performance more frequently than specified in the preceding two sections as determined by:

1. Department policy for the entire department or for specialized or technical job classes;

2. Memoranda of understanding (MOUs);

3. Unsatisfactory job performance or performance needing improvement.

(Ord. 87-1 § 2, 1987)

The following general procedures will apply to the employee performance evaluation process:

A. The employee to be evaluated will be advised in advance of the time and place for evaluation discussion. Such notification will not be less than one day in advance.

B. The evaluator will prepare in duplicate a written evaluation of the employee's work performance which documents fulfillment of job standards and states areas of needed improvement and options available to improve performance. If performance standards are not met by the next evaluation, disciplinary action may be taken.

C. The evaluator will discuss the performance of the employee. If, during this discussion, the employee disputes a fact(s) in the evaluation and provides evidence supporting the disputed fact(s), the evaluator may revise the evaluation to reflect accurately the information. If the evaluator does not revise the evaluation, the employee may initiate a grievance.

D. The employee will be given an opportunity to review the completed written evaluation and any addenda. The employee will be required to sign the evaluation acknowledging that the employee's evaluation has been discussed with the employee. The employee will be told that signing the evaluation does not indicate agreement with the evaluation.

E. The employee will be given 30 days from the date of acknowledgment to file written comments on a separate written attachment which will become part of the employee's evaluation document. There will be no appeal or other remedy available to an employee dissatisfied with the performance evaluation.

F. The employee will be given a copy of the complete written evaluation containing the employee's signature and the signature of the evaluator and reviewer.

G. The original of the evaluation is the official copy and it will be filed in the employee's central personnel file.

(Ord. 87-1 § 2, 1987)

An employee shall have the right to inspect and review any official record(s) relating to the employee's performance. The contents of such records shall be made available to the employee for inspection and review at reasonable intervals during the City's regular business hours. The employee shall have the right to respond in writing or have a personal interview about any information with which the employee disagrees.

(Ord. 87-1 § 2, 1987)