Chief Librarian/CEO Performance Appraisal Policy

Introduction 

One of the responsibilities of the Library Board is to employ a competent CEO/Chief Librarian (henceforth CEO).  This Policy has been developed to ensure that the process is fair, is transparent to Board members, protects confidentiality and is focused on improving the CEO’s performance and adherence to Hamilton Public Library’s strategic priorities, the basis for the CEO’s goals.

Principles

  • The Library Board is responsible for the CEO’s Performance Appraisal (PA) process. 
  • The CEO Performance Appraisal will be conducted consistent with Library Board mission, values and strategic priorities.
  • The Board will seek written self-assessment from the CEO on their previous year’s performance. This self-assessment will then be discussed at a meeting of the Library Board and will remain confidential. The Director of Human Resources assists with the process.
  • The Library Board aspires to make decisions based on consensus. Where consensus is not achievable, a vote may be taken on specific goals or sections of the PA under question. In such cases a simple majority (number that is greater than half of a total) of Board members present will be required to approve.

Criteria for Evaluation

  • The purpose of evaluation is to ensure alignment between the Library Board and the CEO and to ensure feedback systems are in place to support ongoing improvement.
  • The Library Board will monitor the degree to which Board policies and strategic priorities are met.  Monitoring of the CEO’s job performance will be solely against expected job outputs.  Data that do not do this will not be considered to be monitoring data.
  • The Board may acquire monitoring data by one or more of three methods:
  • Internal reports, in which the CEO discloses performance and compliance information to the Board
  • External reports, in which a disinterested, external third party selected by the Board, assesses compliance with Board policies.
  • Direct Board inspection, in which a designated member or members of the Board assess compliance with the appropriate policy criteria
  • The standard for performance/compliance shall be a reasonable interpretation of the Board policy or priority being monitored

 

Frequency of Appraisals

The standard period for evaluation will be annually, unless a consensus is reached with the Library Board and the CEO that a longer period is more appropriate.  In such a case the schedule will be adjusted accordingly.

Schedule and Process

The schedule provides a checklist for the steps of the process

Establishing Goals: November in discussion with Board in December

  • The organizational goals are the CEO’s goals and the CEO is to draft goals for the coming year based on these discussions.
  • Draft sent to Board for comment, comments sent to the Chair/CEO in writing. All comments will be viewed by the entire Board and if approved by the majority of the members it will be incorporated into the performance document for the given year.
  • Once finalized, goals will be approved by the Library Board.

Mid-Year Progress Report: June

  • CEO presents to the Board on a mid-year progress report that includes any needed adjustments to the goals for 2nd half of the year.
  • Draft sent to Board for comment, comments sent to the Chair in writing. All comments will be viewed by the entire Board and if approved by the majority of the members it will be incorporated into the performance document for the given year.
  • Once finalized, goals will be approved by the Library Board.
     

Final Report:  December

  • CEO works with the Board to complete report for the year
  • Draft sent to Board for comment, comments sent to the Chair/CEO in writing. All comments will be viewed by the entire Board and if approved by the majority of the members it will be incorporated into the performance document for the given year.
  • Once finalized, goals will be approved by Library Board.
  • Final versions of the Goals and Reports will be signed by the Board Chair, CEO and Director of Human Resources and added to the CEO’s personnel file.
  • Board discussions: 

  • During the process there may be questions or the need for a Board discussion at any point during the year.  Board members wishing such discussion should request that through the Board Chair. 
  • The item will appear under Private and Confidential as “HR Matter”
  • The CEO may remain for the 1st part of the in camera discussion to make a statement or answer questions; however, the main Board discussion will happen with the CEO not present.  The Director of Human Resources will remain in attendance to take notes and advise on process.
  • The discussion with the CEO related to their performance appraisal will be done by the Chair and Vice-Chair.

Policy Level: Library Board

Last updated:  2016-05-18

 

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