CAO Performance Evaluation Toolkit

The Canadian Association of Municipal Administrators (CAMA) has introduced a three-step CAO Performance Evaluation Toolkit that will benefit municipalities across the country.

Developed and piloted over a two-year period, the toolkit will enhance the CAO / Council relationship and help local elected officials achieve their strategic goals and objectives. It is available for free to member and non-member municipalities.

An effective working partnership between Council and its CAO can be one of the most critical prerequisites for municipal success.

Local elected officials rely on their CAO to be the link between them and municipal operations; to implement the municipality’s policies and programs; and, to help them achieve their strategic goals and objectives.

That said, in a survey conducted by CAMA in 2014, while a majority of elected officials and CAOs indicated they participated in a performance evaluation process, far less reported they felt prepared for the process or that the outcomes were tied to actual results. Overwhelmingly, both parties identified the need for a performance evaluation system benefiting each.

As a result, CAMA developed the three-step CAO Performance Evaluation Toolkit.

The toolkit was prepared using surveys and best practice research, with input and support from CAMA members, the Federation of Canadian Municipalities (FCM), public sector / human resource experts, and the International City/County Managers Association (ICMA).

The result is a toolkit that uses a “pick and choose” format, which can be adapted to support existing evaluation processes. It builds on foundational steps and core competencies to help set clear goals for the success of the municipality, to guide and support the evaluation process, and to foster open conversations between Council and CAOs.

 

INTRODUCTION TO THE TOOLKIT

Our toolkit has a lot of gears and options that might, at first glance, make it appear to be dauntingly complicated.  It’s not! It’s really a simple tool.  CAMA is pleased to provide you with a webinar (approximately 20 minutes in length) that is designed to show you just how easy it is to use and how it can be customized and scaled to your municipality.  The Frequently Asked Questions by Chief Administrative Officers document and the Frequently Asked Questions by Elected Officials document will also help navigate you through the toolkit.

CAMA’s Toolkit is designed to be a system that is flexible for the CAO, Mayor and Council.  It’s a tool that lets you construct an evaluation process based on what works for you and your organization.  It offers a variety of ways to choose goals, set competencies, conduct your self-assessment, and have ongoing performance evaluation conversations.  For CAOs, the toolkit provides a process that uses strategies and templates that can be shared with the Mayor and Council to ensure goals, key results, core competencies, and performance measures are mutually understood.  For Mayor and Council, the Toolkit underscores the value of CAO performance conversations, and offers a process for conducting the performance evaluations fairly.

 

SAMPLE DOCUMENTS

These documents are provided as a guide.  They are provided to you below in PDF and in Word format.  Please modify them to suit your municipality’s requirements.

1.  SAMPLE GOVERNANCE DOCUMENTS (Word)

     1.1 A:   Municipal Policy: Monitoring CAO Performance (Word)

     1.1 B:   Municipal Manager Bylaw (Word)

     1.1 C:   Municipal Manager Delegations Bylaw (Word)

 

2.   SAMPLE DOCUMENTS FOR HIRING A CAO (Word)

     ICMA Recruitment Guidelines for Selecting a Local Government Administrator
     CAMA Model Employment Agreement
     Sample Job Descriptions
     City Manager Job Description for the City of Grande Prairie (2011)
     City of Summerside

 

3.   SAMPLE DOCUMENTS FOR ORGANIZATIONAL IMPROVEMENT  (Word)

     CAMA's Statement of Purpose
     George Cuff's Council—CAO Covenant
     Conroy Ross's Evaluation Cycle
     Town of Canmore's Guide to Evaluating the CAO's Performance

 

4.   SAMPLE DOCUMENTS FOR THE ANNUAL PERFORMANCE SCHEDULE (Word)

     City of Grande Prairie City Manager Performance Review Process Policy No. 120-1
     Sample Performance Reviews
     City of Grande Prairie CAO Performance Review Template
     City of Mississauga Performance Evaluation for SENIOR MANAGEMENT – 2015

 

5.  SAMPLE DOCUMENTS FOR LINKING THE CAO's EVALUATION TO THE STRATEGIC PLAN (Word)

     City of Mississauga Performance Evaluation for Senior Management—2015, Part II
     Comox Valley Performance Assessment Form
     City of Moose Jaw Competency Review

 

TEMPLATES

These documents are provided as a guide. Please modify them to suit your municipality's requirements.

1.2A: Job Description (Word)

1.3: Strategic Planning Checklist  (Word)

1.6A: Performance Evaluation  (Word)

1.6B: Additional Core Competencies  (Word)

Compensation Options Template  (Word)

Handbook Cover Template (Word)

Final Performance Evaluation Report Template  (Word)

Appendix 3: CAO Process Checklist  (Word)