Personnel Committee

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Minutes Personnel Committee Thursday, January 26, 2023 5:30 PM Village Hall 1. Call To Order Village President Vicki Scaman called the Meeting to order at 5:32 P.M. 2. Roll Call Present: Trustee Robinson, Trustee Taglia and President Scaman Absent: Trustee Enyia (arrived at 5:36 P.M.) Also Present: Trustee Wesley 3. Public Comment There was no Public Comment. 4. Approval of Minutes A. ID 23-100 Minutes from the January 6, 2022, Meeting of the Personnel Committee It was moved by Trustee Taglia, seconded by Trustee Robinson to approve the Minutes. The motion was approved. The roll call on the vote was as follows: Taglia - Aye Robinson - Aye Enyia - Absent Scaman - Aye 5. New Business B. ID 23-73 A Discussion Regarding the Annual Performance Evaluation Tools and Evaluation Process for the Village Manager Assistant Village Manager/HR Director Kira Tchang provided an overview of two performance evaluation tools and the evaluation process for the Village Manager. She said staff seek direction from the Village Board on which components of the tools to incorporate into the final evaluation. Trustee Robinson said she prefers a hybrid of the tools and incorporating the rating system of the second tool into the first tool. She recommended removing the first two lines of the introductory paragraph in the first tool. Village of Oak Park Page 1 Printed on 4/26/2023 Personnel Committee Meeting Minutes January 26, 2023 Trustee Taglia said he likes that the second tool ties back to the Village Board goals. He agreed with Trustee Robinson and said he'd like to see more numeric values on the first tool. Assistant Manager Tchang said the first tool is a common method for evaluation. The second tool looks at the big picture of an employee's performance and has an opportunity to provide some written narrative. Trustee Enyia agreed with merging the tools. Trustee Wesley agreed with merging the tools and said he likes the second one because it provides a number of examples. Trustee Robinson recommended using the first tool as a base and adding in the numerical value and Board goals section from the second tool. She recommended incorporating the "this looks like" section into the training rather than in the evaluation tool itself. President Scaman recommended adding space for a narrative into each category of the first tool. Trustee Taglia wondered if the "insufficient knowledge to evaluate" option was applicable. Assistant Manager Tchang said the Board can decide to remove that option and/or expand the rating system to include more options. President Scaman said she can see the use to keep it in. Trustee Robinson agreed with keeping it in for newer Trustees who may not have enough information to evaluate. Assistant Manager Tchang clarified that if it is kept in, it would not count toward the overall rating. Trustee Taglia agreed with keeping it in and liked the idea of expanding the rating system. Trustee Enyia agreed with keeping it in for instances where action may not yet have been taken on specific Board goals, such as reparations and policing data. Assistant Manager Tchang confirmed the training will provide education about the evaluative process in the form of a handbook. She inquired if each Board goal would be evaluated individually or if it would be an overall evaluation of policy. Trustee Taglia said he is comfortable evaluating on overall progress Village of Oak Park Page 2 Printed on 4/26/2023 Personnel Committee Meeting Minutes January 26, 2023 toward Board goals. Trustee Wesley agreed with Trustee Taglia. He asked if it is a paper or online tool. Assistant Manager Tchang confirmed it is a paper tool. Trustee Enyia and President Scaman also agreed with Trustee Taglia. Assistant Manager Tchang outlined the timeline in the memo that was provided to the Village Board. If that process is adhered to, the Personnel Committee would do the final evaluation the week of March 27th, which is before the April 1-June 1 evaluation window in the Village Manager's contract. The Manager is in support of the process and using either tool and would be open to using a 360 review tool. Three weeks was built into the timeline to be able to revise the tool based on tonight's recommendations, have the Village Manager review it, and be able to meet again as a committee if needed. Trustee Taglia said he is fine with the timeline and believes the 360 review is a good tool but he would be more interested in using it after the first year. Trustee Robinson agreed with using the 360 review tool after the first year. Trustee Enyia said he is fine with the timeline and waiting until after the first year to use the 360 review tool. Trustee Wesley and President Scaman agreed with Trustee Enyia. President Scaman said it is a great timeline and suggested having a dialogue with the Village Manager about shifting the timeline up in his contract to March 1-May 1. 6. Adjournment It was moved by Trustee Taglia, seconded by Trustee Enyia to Adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 6:32 P.M., Thursday, January 26, 2023. Respectfully Submitted, Deputy Clerk Hansen Village of Oak Park Page 3 Printed on 4/26/2023