Attachment F - Finalized Council Employee Evaluation Committee Charter

Regular Meeting, November 20, 2025 · item 4A: Consideration of a motion to amend the Council Rules of Procedure Sec. II. Communication with Council, Sec. III. Agenda, Sec. VII. Procedure… · 3 pages

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City of Boulder Council Committee Charter Council Employee Evaluation Committee Purpose Statement The Council Employee Evaluation Committee (CEEC) is responsible for developing and defining the process for annual evaluation of three (3) council employees, conducting the required information collection for evaluation and drafting and delivering feedback to the council employees. The CEEC is also responsible for acting as the point of contact with staff for recruitment activities, as necessary, of the direct council employees.

Committee Membership There are several existing internal city council committees that help guide policy and decision making in key areas in partnership with city staff. Council members vote among themselves annually to appoint members to council committees. Two council members comprise the CEEC, and one staff member supports the two council members as a functioning committee member. The Human Resources Department supports the CEEC (generally, the Director of Human Resources).

Responsibilities -

In partnership with city staff, determine a need for any updates to performance review/evaluation process. In partnership with city staff, support information collection for performance reviews through surveys of council members/staff/external contacts and discussions with council members. Finalize performance review narratives and ratings. Acknowledge salary and merit increase method and calculations. Deliver annual performance review to each of the council employees. Provide comment, as necessary, regarding council employee evaluations at a council meeting. Review all agenda documents prepared by staff prior to this council meeting.

As needed, plan any recruitment activities with staff for vacant council employee positions.

Authority The committee scope is restricted to completing the annual performance reviews/evaluations and to coordinate recruitment activities, as needed.

Escalation from Committee to Full Council Annual performance reviews/evaluations for the council employees seek input from the membership of city council on an individual basis, through performance surveys. Individual council members receive a general update of the performance review for each council employee. Salary merit changes sourced from the performance review are approved/denied by a vote of the full city council, generally via a consent agenda item. Any council employee hiring or other employment activity is escalated to full council for approval.

Out of Scope The Committee serves in an advisory capacity only and shall not make decisions related to non-Council employee evaluations or exercise administrative functions unless expressly authorized in the Boulder Charter and Boulder Revised Code.

Committee Meetings -

The committee meets as needed for council employee performance review planning. One to two planning meetings of 45-60 minutes in duration generally suffice for planning purposes. These meetings are conducted virtually. The committee meets after evaluation survey information is collected for an overview of results and drafting of evaluation feedback, with 1-2 meetings of 60 minutes and individual time for evaluation drafting. CEEC members coordinate discussions with other council members regarding outcomes of the evaluation process. CEEC members deliver feedback directly to council employees at end of process. These are three individual meetings of 45-90 minutes. The committee has no chair, and both members are present for all committee meetings along with staff. Individual meetings with council members are with just one member of CEEC. Evaluations are delivered to council employees by both CEEC members. Meetings related to any recruitment/hiring activity are to be determined, based on need.

City of Boulder Charter References to Council Committees Excerpt from Charter Article II. The Legislative Body: Its Powers and Duties, Sec. 9. Meetings of council. -

Except as provided in Charter Sec. 9 and Sec. 21A., all meetings of the council or committees thereof shall be public. The council shall have the authority to appoint council committees. Such committees shall generally consist of no more than two council members and in no event shall be equal or greater than a quorum of council. Other council members may attend any council committee meeting to observe but shall not participate. The council shall appoint a committee of not more than two council members and any number of non-council members to screen applications for city manager, city attorney, and municipal court judge, to evaluate the performance of the persons occupying such positions, and to consider recommending disciplinary actions relating to such persons. Such committee may conduct its business in private.

Excerpt from Charter Article II. The Legislative Body: Its Powers and Duties, Sec. 15. Powers and duties of mayor. -

The mayor shall be ex officio a member of all council committees.

Charter Approval Date: 11/20/2025 Last Revised: 11/20/2025