TR-93-52 1(0/9 042 kJA_
TR-93--52 yam„(�
A RESOLUTION CREATING A COUNCIL RULE WHICH DELINEATES -POLICIES 10ATED TO THE
AGAIMM CITY COUNCIL CLEM< POSITION
(Sponsored by: Councilors Nancy Thompson Gravel, Vivian Dziardziel and
'David Skolnick
/ -
WHEREAS, A job description .for the positions of Agawam City Council Clerk
describes the specific functions of this position; and
1 WHEREAS, Policies related to the Agawam City Council Clerk position shall
serve as guidelines for both the Council Clerk and Agawam City Councilors now and
into the future; and
WHEREAS, These policies shall delineate and clarify issues related.to the
Agawam City Coua7cil Clerk position.
NOW, THEREFORE, The Agawam City Council hereby resolves that it shall establish
policies related to the Agawam City Council Clerk position as contained in Council
Rule m45.
1
DATED THIS TWELFTH DAY OF MAY 1994
PER ORDER OF THE AGAW AM TU6 N COUNCIL
J D _ Pr si
r
1 AP FORM AND LEGALITY 0
hcmas e, Solicitor eC
Council Rule #45
Policies Related to the Council Clerk Position
1. The Council Clerk shall be designated as the official keeper of the City
Council records which should not include duplication of records which by
statute are to be maintained in the City Clerk's office.
2. !.The Council Clerk position is a non-union position but is classified as
a senior clerk typist level as per current contract between the Town of
Agawam and affiliated union.
3. When the Council Clerk is on vacation or absent frcm the Council office
for an extended period of time, the Executive Assistant to the Mayor shall
ccmpile the weekly Council packets and ensure their delivery to all the
City Councilors. In the absence of both the Council Clerk and the Executive
Assistant to the Mayor, the Administrative Assistant to the Mayor shall
perform these functions.
4. When the Council Clerk will be absent from work, s/he shall notify the
Council President and/or Council Vase President.
5. A Liaison Committee between the City Council and the Council Clerk shall
be established annually at the first meeting of the City Council each
January. The purpose of this Liaison Committee shall be to conduct the annual
performance evaluation of the Council Clerk, hear grievances related to the
Council, Clerk position and to perform any job/work orientation related to
' the Council Clerk position. This Liaison Committee shall consist of three
City Councilors who shall be chosen by randcm selection.
5. The Council Clerk shall receive an annual written performance evaluation
using the format in Appendix B. This performance evaluation shall be
a compilation of the written performance evaluations submitted by all City
Councilors. This annual performance evaluation shall be conducted in December
of each year and shall be reviewed with the Council Clerk by the City Council
Liaison Cam dttee. Any City Councilor may participate in this review.
' 7. The President of the City Council shall be responsible for signing the
Council Clerk's weekly payroll within twenty four hours of its delivery
to the Council office. In the absence of the President, the Vice-President
shall sign the payroll.
8. The Council Clerk shall be responsible to ensure the delivery of the Council
packets to all the City Councilors.
9. The Council Clerk shall prepare a Council Administrative Report for the
local newspaper and for other media sources upon request..
10. Training and education should be provided to allow the Council Clerk to further
develop professional skills and to become familiar with new tedhniques and new
' information related to the performance of Council Clerk.
11. The Council Clerk shall-be allowed one fifteen minute rest period per four
hour work shift.
12. Grievance procedure for the Council Clerk position:
A. The grievance is documented, and copies given to the Council. Clerk
Liaison cam-Littee.
B, within 7 working days, the cazmtiittee must respond to the Council
Clerk in writing,
' C. A meeting between the Council Clerk and the Liaison Camlittee. must
take place within seven working days of the camtittee's response.
D. If the conflict is not resolved to the Council Clerk's satisfaction after
the meeting, the Council Clerk shall be permitted to bring the grievance
documentation to the full council as an agenda item. Any appropriate action
can be decided by the council at the council meeting.
Adopted by City Council on May 2, 1994.
?
,TOWN'OF. AGAWAM
REPORT OF -PERFORMANCE EVALUATION:?.'
IEmployee Name: Employing Department: Date:
current Position: Grade/Step: Merit Increase Effective: Proposed Grade/Step:
b
To: Other (Please Specify) ,
I 11Out- A Abov
e Camp- Improve- U n s a tis-
stand- AV ' meat factory FACTORS PART ONE ina aa Needed
1. Effectiveness
2. Use of Time & Materials
3. Thoroughness in Performance of Duties
4. Initiative
5. Perseverance in Meeting Demands of Position
6. Accuracy of Work
7. Neatness of Work Product
B. Quantity of Work CamDleted
9. Proper Usage of Municipal Equiument.
110. communications
IRIORK HABITS
Observance of Workin2 Hours
H 2. Attendance - See.Leave Usaqe Record-Pq.4
3. Observance of Personnel Rules & Regulations
14. Compliance with Issued Directives, Assignments
5. organizational skills
;I PERSONAL RELATIONS
' ' 1. Gets Along with Fellow Workers, Suvervisors, etc.
2. Meeting and Handlina the Public
3. Personal Appearance
Approachability
1APTABILITY
1. Performance in New Situations
2. Performance in Emergencies (availability for CT�
3. Performance with Minimal Instruction
OTHER
' 1. Maintainina Confidentiality as warranted
2. Makina Decisions within realm of resvonsibilitv
SUPERVISORY ABILITIES (if applicable)
F
Deliver of Performance Reviews
2. Fairness & Impartiality
3. Motivational Skills
4. Enforcing Safety Rules & Regulations
Leadership Abilitv
6- Promatina Morale
7. maintaining Employee Productivitv
PART TWO - Goals & Objectives
To be discussed and agreed upon during evaluation conference.
Goals & objectives Critical Incidents Year End Review
r
Report on Probaticner: is is .^.r- recommended for permanent appointment.
Report on ;enured Employee: His is oat recommended for retention.
P T1{12� �S CO S
ART �t COUNCII�OR N SENT
1
Fe,
1
' Date City Councilor
Page 2
IF R �u _ EMPLOYEE COMMENTS
WSignature:
' LEAVE USAGE RECORD
Leave Type Previous Year Evaluation Current Year Evaluation Differential t
Sick Leave
Personal
Discipline
' wcJInjury
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