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Home My WebLink AboutItem 01 2012 City Attorney Office Evaluation AGENDA ITEM SUMMARY Meeting Date: 6/18/2012 Meeting Type:Work Session Staff Contact/Dept.: Greta Utecht/HR Staff Phone No: 726-3726 Estimated Time: 30 Minutes S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Mandate ITEM TITLE: 2012 CITY ATTORNEY OFFICE EVALUATION ACTION REQUESTED: Review annual evaluation results with the City Attorney firm of Leahy, Van Vactor, Cox & Melendy LLP ISSUE STATEMENT: The results of the annual evaluation have been received, tabulated and are now ready for Council review and discussion with the City Attorney’s Office. ATTACHMENTS: Attachment 1: Summary Of Annual City Attorney Evaluation 2012 DISCUSSION/ FINANCIAL IMPACT: The firm of Leahy, Van Vactor, Cox & Melendy LLP received high marks recently during the annual review of its performance of the city attorney duties which are summarized on Attachment 1. The Annual City Attorney contract will be ratified at a Regular Session of Council on Monday, July 2, 2012. Performance Appraisal For Office of City Attorney Tally & Comments Dates of Evaluation: July 1, 2011 to May 15, 2012 City Attorney Evaluation 2012 Page 1 City Attorney Office Annual Evaluation (2012) Summary Report* Question 1 City Attorney's Office furnishes representation to all regularly scheduled Council meetings and planning Commission meetings together with representation at other conferences or meetings upon request. - Readily available to Councilors and Planning Commission - Provides timely responses to requests for assistance - Provides written opinions that are clear and timely - Anticipates potential legal issues - Provides oral opinions that are understandable and specifically address the issue - Helps to minimize and avoid litigation - Reviews Council materials and is prepared to make appropriate recommendations - Responds to emergency priorities - Provides practical counsel when requested Answer Options Response Percent Response Count Excellent 60.0% 12 Good 20.0% 4 Satisfactory 0.0% 0 Needs Improvement 0.0% 0 Did not Observe 20.0% 4 Comments or suggestions for improvement 1 Answered question 20 Comments or suggestions: • They come to the meetings prepared, even if not called upon. *Comments and suggestions are direct quotes from the survey and have not been changed or altered. City Attorney Evaluation 2012 Page 2 Question 2 The City Attorney's Office advises the City Manager and staff of the City on legal, personnel, and claims issues as required, either in the form of written opinions or oral advice. - Readily available to City Manager and staff - Provides timely responses to requests for assistance - Provides written opinions that are clear and timely - Anticipates potential legal issues - Provides oral opinions that are understandable and specifically address the issue - Helps to minimize and avoid litigation - Responds to emergency priorities - Job knowledge and experience - Provides practical counsel when appropriate Answer Options Response Percent Response Count Excellent 55.0% 11 Good 40.0% 8 Satisfactory 0.0% 0 Needs Improvement 0.0% 0 Did not Observe 5.0% 1 Comments or suggestions for improvement 2 Answered question 20 Comments or suggestions: • CAO was especially helpful with the Centro Latino Americano conflict and my question about conflict of interest with the CDBG process. • I really appreciate working with Mary Bridget. Her responsiveness and style are really appreciated. Especially in personnel matters. City Attorney Evaluation 2012 Page 3 Question 3 The City Attorney's Offices reviews and approves ordinances and resolutions as requested; drafts ordinances and resolutions as required. - Drafts Ordinances respecting suggestions of staff - Provides timely responses to requests for assistance - Provides Ordinances that are clear - Anticipates potential legal issues - Helps to minimize and avoid litigation - Responds to emergency priorities Answer Options Response Percent Response Count Excellent 50.0%10 Good 30.0%6 Satisfactory 0.0%0 Needs Improvement 0.0%0 Did not Observe 20.0%4 Comments or suggestions for improvement0 Answered question 20 Comments or suggestions: City Attorney Evaluation 2012 Page 4 Question 4 The City Attorney's Office provides legal law updates and alerts to staff and council on a timely basis. Answer Options Response Percent Response Count Excellent 40.0% 8 Good 35.0% 7 Satisfactory 10.0% 2 Needs Improvement 10.0 2 Did not Observe 5.0% 1 Comments or suggestions for improvement 2 Answered question 20 Comments or suggestions: • Timeliness of counsel and explanations of Public Meeting information was really valuable. City Attorney Evaluation 2012 Page 5 Question 5 The City Attorney's Office reviews and approves, upon request, all contracts and other legal documents. - Draft contracts respecting suggestions of staff - Offers suggestions for contract format and content - Readily available and provides timely responses to requests for assistance - Anticipates potential legal issues - Helps to minimize and avoid litigation Answer Options Response Percent Response Count Excellent 50.0% 10 Good 45.0% 9 Satisfactory 5.0% 1 Needs Improvement 0.0% 0 Did not Observe 0.0% 0 Comments or suggestions for improvement 3 Answered question 20 Comments or suggestions: • It would be nice to know a timeline for review. When things are sent rarely is there a response indicating it's been received nor a timeline for expecting a response. • CAO is always timely in its review of HOME and CDBG contracts and documents • The contract negotiations and subsequent hearings, etc were handled with a knowledge of what to expect and were handled well. City Attorney Evaluation 2012 Page 6 Question 6 The City Attorney's Office drafts documents of a legal nature, including but not limited to deeds, easement, and other agreements. - Responds to suggestions of staff - Readily available and provides timely responses to requests for assistance - Provides written opinions that are clear and timely - Anticipates potential legal issues - Provides oral opinions that are understandable and specifically address the issue - Helps to minimize and avoid litigation - Responds to emergency priorities - Provides practical counsel when appropriate Answer Options Response Percent Response Count Excellent 40.0% 8 Good 30.0% 6 Satisfactory 0.0% 0 Needs Improvement 0.0% 0 Did not Observe 30.0% 6 Comments or suggestions for improvement 0 Answered question 20 Comments or suggestions: City Attorney Evaluation 2012 Page 7 Question 7 The City Attorney's Office utilizes best efforts and ability to minimize the exposure of the City to liability and legal expenses. It is understood that the City also employs liability defense counsel as a part of its risk management program. The Attorney does not have responsibility for such but will furnish such assistance, advice, and coordination as may be requested with such other city counsel as may be employed to assist in the City's risk management program. - Readily available - Provides timely responses to requests for assistance - Provides written opinions that are clear and timely - Anticipates potential legal issues - Provides oral opinions that are understandable and specifically address the issue - Helps to minimize and avoid litigation - Responds to emergency priorities - Provides practical counsel when appropriate Answer Options Response Percent Response Count Excellent 40.0% 8 Good 45.0% 9 Satisfactory 0.0% 0 Needs Improvement 0.0% 0 Did not Observe 15.0% 3 Comments or suggestions for improvement 1 Answered question 20 Comments or suggestions: • Communication with outside counsel has been observed to be very cooperative. City Attorney Evaluation 2012 Page 8 Question 8 The City Attorney's Office furnishes assistance and advice to the prosecutorand municipal court as may be requested. - Readily available and provides timely responses to requests for assistance - Provides written opinions that are clear and timely - Anticipates potential legal issues - Provides oral opinions that are understandable and specifically address the issue - Helps to minimize and avoid litigation - Reviews Council materials and is prepared to make appropriate recommendations - Responds to emergency priorities Answer Options Response Percent Response Count Excellent 5.0% 1 Good 10.0% 2 Satisfactory 0.0% 0 Needs Improvement 0.0% 0 Did not Observe 85.0% 17 Comments or suggestions for improvement 0 Answered question 20 Comments or suggestions: City Attorney Evaluation 2012 Page 9 Question 9 Civil Litigation (including land use, employment, arbitration and BOLI) -Considers suggestions of staff - Represents City in litigation consistent with Council direction and Council goals - Avoids unnecessary litigation through tactful handling of potential claims against the City - Works effectively with Council to solve litigation - Works with the Human Resources Department/Risk Management to minimize potential for litigation and to solve existing litigation - Alerts Council to potential litigation issues - Provides practical counsel when appropriate Answer Options Response Percent Response Count Excellent 50.0% 10 Good 25.0% 5 Satisfactory 5.0% 1 Needs Improvement 0.0% 0 Did not Observe 20.0% 4 Comments or suggestions for improvement 1 Answered question 20 Comments or suggestions: • I am aware of a couple HR instances. They were handled very well. City Attorney Evaluation 2012 Page 10 Question 10 Citizen Requests / Communications -Responds to citizen requests in a courteous, clear and timely manner - Follows Council direction with respect to handling of citizen matters - Helps to avoid litigation - Provides practical counsel when appropriate - Provides "heads up" to Council and staff on potential issues Answer Options Response Percent Response Count Excellent 35.0% 7 Good 35.0% 7 Satisfactory 0.0% 0 Needs Improvement 0.0% 0 Did not Observe 30.0% 6 Comments or suggestions for improvement 2 Answered question 20 Comments or suggestions: • Periodic updates would be good. • I am familiar mostly with public safety issues, and these have been handled with utmost professionalism. City Attorney Evaluation 2012 Page 11 City Attorney Evaluation 2012 Page 12 Question 11 Final general comments or suggestions. Answer Options Response Count 7 Answered question 7 Skipped question 13 • It is a pleasure to work the CAO, particularly Mary Bridget, Matt and Bill. • The staffs at the City Attorney’s Office are easy to work with. They are respectful of deadlines, and thorough in answering questions. • We are fortunate to have such dedicated and approachable legal counsel. • I really value the City Attorney's Office. I have absolute confidence in their ability to guide and protect us. They are always there when we need them. I miss seeing Joe, but, Matt (and others) does a great job. Email Address First nameLast name asowa@springfield-or.gov Amy Sowa dralston@springfield-or.gov Dave Ralston ggrimaldi@springfield-or.gov Gino Grimaldi gmott@springfield-or.gov Greg Mott gutecht@springfield-or.gov Greta Utecht hwylie@springfield-or.gov Hillary Wylie jmcmahan@springfield-or.gov Jane McMahan jmurdoch@springfield-or.gov Jackie Murdock jpishioneri@springfield-or.gov Joe Pishioneri jsmith@springfield-or.gov Jerry Smith jstrickland@springfield-or.gov Jim Strickland jtamulonis@springfield-or.gov John Tamulonis jtowery@springfield-or.gov Jeff Towery kcunningham@springfield-or.govKathy Cunningham khinman@springfield-or.gov Kathleen Hinman kko@springfield-or.gov Kevin Ko kvogeney@springfield-or.gov Ken Vogeney lgoodwin@springfield-or.gov Len Goodwin lturner@springfield-or.gov Laura Turner mayor@springfield-or.gov Christine Lundberg mharman@springfield-or.gov Mike Harman mwoodrow@springfield-or.gov Marilee Woodrow pfehrs@springfield-or.gov Peter Fehrs rbittler@springfield-or.gov Ron Bittler rduey@springfield-or.gov Bob Duey reverett@springfield-or.gov Rob Everett rgroves@springfield-or.gov Randy Groves rlathrop@springfield-or.gov Rod Lathrop smoore@springfield-or.gov Sheri Moore svangordon@springfield-or.gov Sean VanGordon tboyatt@springfield-or.gov Tom Boyatt tmugleston@springfield-or.gov Tom Mugleston