City Council Meeting Date: August 4, 2025
To: Mayor and City Council
From: Michelle Mahowald, Communications/Human Resources Director
Title
Approve revised City Administrator performance review policy.
Body
Action Requested:
The Northfield City Council approves the updated City Administrator performance review policy and process.
Summary Report:
On May 19, 2025, the Council Employment Policy Committee reviewed the City Administrator’s 2025 performance review process and current policy. On July 23, 2025, the Council Employment Policy Committee met, reviewed the policy, and recommended the updated policy to be placed on the August 4, 2025 City Council agenda for approval.
Tracked and accepted changes are shown in the attached policies. Final changes are shown below as a summary.
Process:
1. Each year, a third-party, in collaboration with the Communications and Human Resources Director, submits to City Council members and the City Administrator: (1) a copy of the previous year’s Performance Review Summary; (2) a summary of the City Administrator’s update on goals from the current review period; and (3) a Performance Evaluation Review form via an electronic evaluation tool.
2. Approximately four weeks prior to the City Administrator’s performance review, a third-party, in collaboration with the Communications and Human Resources Director will send to all direct reports a Performance Evaluation Review form via an electronic evaluation tool.
Resolutions prepared for Council consideration:
a. Take a motion and vote for any salary increase. The Communications and Human Resources Director will prepare resolutions for consideration of compensation of the City Administrator in the open meeting. The following options may be included in the resolutions for consideration:
i. One step increase if performance meets or exceeds expectations
ii. Other option - more than one step increase (such as a two-step increase or more) if performance meets or exceeds expectations. If the City Council action directs another salary change concept, the Communications and Human Resources Director will add the appropriate language in the resolution(s) as directed by Council with the salary change that was proposed.
The City Council will also conduct a mid-year check-in with the City Administrator, typically 6 months prior to the Annual Performance Review, as follows:
Actions to consider:
Consider city administrator performance review policy approval at the August 4, 2025 Council meeting. The policy allows flexibility to change the City Administrator performance review process from spring to fall of each year which aligns compensation increase with all other employees effective January 1 of each year. If approved, City Administrator Martig’s next full performance review will take place Fall of 2026. If compensation increase is approved, retro pay will apply to 2026 wages and go forward effective January 1, 2027.
Flaherty & Hood Senior Attorney Christina Petsoulis will join this meeting via Teams for any legal questions related to policy and process.
Financial Impacts:
Dollars are budgeted for a third-party consultant in the 2026-2027 budget to assist with the city administrator performance review process.
Tentative Timelines:
A check-in will be scheduled in Spring 2026 and a full performance review will be scheduled Fall of 2026.