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4.1 ERMUSR 07-13-2021______________________________________________________________________________ Page 1 of 1 UTILITIES COMMISSION MEETING TO: ERMU Commission FROM: Theresa Slominski – General Manager MEETING DATE: July 13, 2021 AGENDA ITEM NUMBER: 4.1 SUBJECT: Annual Commission Performance Self-Evaluation ACTION REQUESTED: None BACKGROUND/DISCUSSION: Per the Governance Policy G.2c Agenda Planning and consistent with 2020 Governance Agenda adopted by the Commission in 2019, the Commission conducts a formal self-evaluation of their own performance in the third quarter of each fiscal year. Per policy, “following this evaluation, the commission, with support from the General Manager, will arrange for governance education for the next fiscal year, including education related to the determination of desired results.” The intention of the Commission holding themselves accountable through a self-evaluation process is to develop a culture of excellent governance. The Commission will work with the general manager regarding budgeting and planning to address specific needs or gaps identified. These may include or be related to governance, legal requirements, or specific knowledge and skills required for decision-making related to upcoming initiatives and/or results-oriented goals. The 2021 commission performance self-evaluation survey results are attached for commission review and discussion. As requested, this year’s survey results include answer statistics for years 2019 through 2021. Also included are overall cumulative scores derived from the following assignment of points for each answer: • 5 points = Strongly Agree • 4 points = Agree • 3 points = Neither agree nor disagree • 2 points = Disagree • 1 point = Strongly disagree ATTACHMENTS: • 2021 Commission Performance Self-Evaluation Survey Results 40 2021 Commission Performance Self-Evaluation ERMUMN.COM | 763.441.2020 | 13069 ORONO PARKWAY | PO BOX 430 | ELK RIVER, MN 55330-0430 41 2021 Utilities Commission Self-Evaluation Q1 - Organizational Purpose: The Authority and Purpose Policies category in ERMU’s Commission Governance Policies provides clearly defined guidelines and direction for decisions and planning. When making decisions on immediate action items and when planning for future needs the commission’s decisions consistently align with the organizational purpose, mission, vision, and values. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 42 2021 Utilities Commission Self-Evaluation Q2 - Commission Purpose: As adopted in Commission Policy G.2 Commission Purpose and consistent with policy G.4e Core Customer Services, the commission’s principal purpose is to ensure that the organization achieves the desired results for the intended beneficiaries at acceptable costs through acceptable means. In other words, the commission achieves the right things for the right people at the right costs in the right way. The commission has consistently demonstrated compliance with this policy through governance and oversight. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 43 2021 Utilities Commission Self-Evaluation Q3 - Relationship with the City: Although governed autonomously from the City of Elk River, ERMU is part of the city government. The commission and council have aligned responsibilities to serve the community. The commission has demonstrated alignment with the council in ways that realized opportunities for greater value while maintaining their fiduciary responsibilities to ERMU customers through both action and support consistent with Commission Governance Policy G.2a Commission – City Council Relationship and Roles. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 44 2021 Utilities Commission Self-Evaluation Q4 - Preparedness: Consistent with policy G.2b Governing Style, Commission members devote appropriate attention, time, and energy to governing effectively by taking advantage of opportunities for continuing education, development, and industry networking; and, commission members are present and engaged during official meetings prepared to perform their assigned duties, participate in discussion, and make decisions in a manner consistent with policy G.2e Commission Member Conduct. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 45 2021 Utilities Commission Self-Evaluation Q5 - Ethics: Commissioners demonstrate behavior consistent with ERMU’s standards of high ethical conduct and governing style as adopted in the Commission Governance Policies including policies G.2b Governing Style and G.2e Commission Member Conduct. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 46 2021 Utilities Commission Self-Evaluation Q6 - Process: Official meetings are conducted professionally consistent with Robert’s Rules of Order; and, commission members’ demonstrated behavior is consistent with the defined officer roles and responsibilities adopted in policy G.2f Commission Officer Roles, Responsibilities and Succession. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 47 2021 Utilities Commission Self-Evaluation Q7 - One Voice: It is the responsibility of the commission to engage in discussion to fully explore topics to make the best decisions possible with the information available at the time. Even if the commission does not have consensus, it is the responsibility of the commission to support the majority vote of a quorum of the commission members on any official action of the commission body. The commission body’s actions demonstrate “one voice” consistent with adopted Commission Governance Policy G.3a Controlling Authority. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 48 2021 Utilities Commission Self-Evaluation Q8 - One Direct Report: The commission body has one direct report. As adopted in Commission Governance Policy G.3c General Manager Accountability, the commission as a body and the commission members individually will never give direction to anyone other than the General Manager, and will refrain from evaluating, either formally or informally, the job performance of any employee other than the General Manager. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 49 2021 Utilities Commission Self-Evaluation Q9 - Organizational Performance: The commission effectively monitors organizational performance utilizing either internal or external methods measuring performance against expected outcomes (for example, the annual budget) and clearly defined goals (for example, the Utilities Performance Metrics Scorecard) as established in Commission Governance Policy G.3d Monitoring Performance of the General Manager and G.5 Goals and Results. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 50 2021 Utilities Commission Self-Evaluation Q10 - General Manager Performance: The commission conducts annual performance evaluation and goal setting for the General Manager comparing personal performance and conduct in relation to commission policies and clearly defined commission expectations in a manner consistent with adopted policy G.3e General Manager Performance Planning and Evaluation. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 51 2021 Utilities Commission Self-Evaluation Q11 - Customers: The commission demonstrates consideration for external stakeholders though effective governance and oversight consistent with policies G.4d Customer Interests, G.4e Core Customer Services, G.4p External Communications, and G4.q Community Involvement. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 52 2021 Utilities Commission Self-Evaluation Q12 - Employees: The commission demonstrates consideration for internal stakeholders through effective governance and oversight consistent with policies G.4f Employee Interests and G.4g Organizational, Staffing, and Compensation. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 53 2021 Utilities Commission Self-Evaluation Q13 - Planning: The commission demonstrates the ability through governance and oversight to plan for immediate and future needs by effective budgeting and planning consistent with policies G.4c Strategic and Business Planning and G.4h Financial Planning and Budgeting. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 54 2021 Utilities Commission Self-Evaluation Q14 - Assets, Risk, and Compliance: Consistent with adopted policies G.4l Protection of Assets, G.4m Corporate Risk Management, and G.4n Legal and Regulatory Compliance, the commission effectively protects ERMU through governance and oversight ensuring the protection of assets, mitigation of risks, and legal compliance. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 55 2021 Utilities Commission Self-Evaluation Q15 - Environment: The commission demonstrates environmental stewardship through governance and oversight, and through thoughtful consideration of environmental consequence of operations and decisions in a manner consistent with policy G.4o Environmental Stewardship. Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 56 2021 Utilities Commission Self-Evaluation 57