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4.1 ERMUSR 07-12-2022��i Elk River � Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Theresa Slominski — General Manager MEETING DATE: AGENDA ITEM NUMBER: July 12, 2022 4.1 SUBJECT: Annual Commission Performance Self-Evaluation ACTION REQUESTED: None BACKGROUND/DISCUSSION: Per the Governance Policy G.2c Agenda Planning and consistent with 2022 Governance Agenda adopted by the Commission in 2021, 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 2022 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 2020 through 2022. 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: • 2022 Commission Performance Self-Evaluation Survey Results Page 1 of 1 39 �� er �� Munici al Utilitie s p 2022 Commis�i a���o � 2022 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. Answered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Q1 ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 60% 40% 60% Agree - 4 points 40% 60% 40% Neither agree nor disagree - 3 points 0% 0% 0% Disagree- 2 points 0% 0% 0% Stronglydisagree- 1 point 0% 0% 0% CUMULATIVE SCORES 23 22 23 COMMENTS ON ORGANIZATIONAL PURPOSE There are no responses. 41 2022 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. Rnswered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 40% 40% 60% Agree - 4 points 60% 60% 40% Neither agree nor disagree - 3 points 0% 0% 0% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 22 22 23 COMMENTS ON COMMISSION PURPOSE There are no responses. � 2022 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. Rnswered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 40% 60% 80% Agree - 4 points 60% 40% 20% Neither agree nor disagree - 3 points 0% 0% 0% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 22 23 24 COMMENTS ON RELATIONSHIP WITH THE CITY There are no responses. 43 2022 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. Rnswered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 40% 20% 60% Agree - 4 points 60% 80% 40% Neither agree nor disagree - 3 points 0% 0% 0% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 22 21 23 COMMENTS ON PREPARDNESS re are no responses. ii 2022 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. Answered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 60% 60% 80% Agree - 4 points 40% 40% 20% Neither agree nor disagree - 3 points 0% 0% 0% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 23 23 24 COMMENTS ON ETHICS re are no responses. 45 2022 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. Answered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 60% 80% 100% Agree - 4 points 40% 20% 0% Neither agree nor disagree - 3 points 0% 0% 0% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 23 24 25 COMMENTS ON PROCE55 re are no responses. i� 2022 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. Rnswered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 20% 20% 60% Agree - 4 points 60% 60% 20% Neither agree nor disagree - 3 points 20% 20% 20% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 20 20 22 COMMENTS ON ONE VOICE re are no responses. 47 2022 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. Answered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 40% 40% 40% Agree - 4 points 40% 40% 40% Neither agree nor disagree - 3 points 20% 0% 0% Disagree - 2 points 0% 20% 20% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 21 20 20 COMMENTS ON ONE DIRECT REPORT re are no responses. i� 2022 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. Answered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 40% 60% 20% Agree - 4 points 60% 40% 80% Neither agree nor disagree - 3 points 0% 0% 0% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 22 23 21 ENTS ON ORGANIZATIONAL PERFORMANCE re are no responses. i• 2022 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. Answered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Q10 ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 60% 60% 40% Agree - 4 points 40% 40% 60% Neither agree nor disagree - 3 points 0% 0% 0% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 23 23 22 COMMENTS ON GENERAL MANAGER PERFORMANCE re are no responses. 50 2022 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. Answered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 0% 20% 60% Agree - 4 points 100% 80% 40% Neither agree nor disagree - 3 points 0% 0% 0% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 20 21 23 COMMENTS ON CUSTOMERS re are no responses. 51 2022 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. Answered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 0% 40% 20% Agree - 4 points 100% 60% 60% Neither agree nor disagree - 3 points 0% 0% 20% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 20 22 20 ENTS ON EMPLOYEES re are no responses. 52 2022 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. Answered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 40% 20% 40% Agree - 4 points 60% 80% 60% Neither agree nor disagree - 3 points 0% 0% 0% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 22 21 22 COMMENTS ON PLANNING re are no responses. 53 2022 Utilities Commission Self-Evaluation Q14 Assets, Risk, and Compliance: Consistent with adopted policies G.41 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. Answered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 60% 60% 40% Agree - 4 points 40% 40% 60% Neither agree nor disagree - 3 points 0% 0% 0% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 23 23 22 COMMENTS ON ASSETS, RISK, AND COMPLIANCE re are no responses. 54 2022 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. Answered:5 Skipped:0 Strongly agree Agree Neither agree nor disagree Disagree Strongly d isagree 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES 2022 2021 2020 Strongly agree - 5 points 20% 20% 60% Agree - 4 points 80% 80% 40% Neither agree nor disagree - 3 points 0% 0% 0% Disagree - 2 points 0% 0% 0% Strongly disagree - 1 point 0% 0% 0% CUMULATIVE SCORES 21 21 23 COMMENTS ON ENVIRONMENT re are no responses. 55 2022 Utilities Commission Self-Evaluation Q16-20 Open Ended Questions Q16 - With respect to the commission's performance, what should the commission START doing to be more effective? There are no responses. Q17 - With respect to the commission's performance, what should the commission STOP doing to be more effective? There are no responses. Q18 - With respect to the commission's performance, what should the commission do MORE of to be more effective? Keep having department heads giving reports and updates. Stav up to date on topical utilitv topics in the news and on the horizon. Q19 - With respect to the commission's performance, what should the commission do LE55 of to be more effective? There are no responses. Are there anv additional comments reaardin¢ the commission's Good group of commissioners that work well together despite diverse backgrounds 56