By Mary Alice Murphy

Toward the beginning of the Grant County Commission special meeting, commissioners gave reports.

Commissioner Javier Salas asked a "general question. Can I bring up any topic?" When told he could, he said: "This is food for thought. I would like to see the county for new hires or for upward movement go in house first for applicants."

Commissioner Alicia Edwards noted that anyone could apply for the jobs.

"I think we should go in house first and then open it up to the public," Salas emphasized. "I want a procedure where a record is kept."

Commissioner Harry Browne suggested Salas ask for it to be on the agenda.

"I agree, so we can have a discussion," Salas said. "Would we need a policy change?"

County Attorney Abigail Burgess said it should be put on the next work session agenda.

Commissioner Billy Billings spoke about the previous Saturday's event at Bataan Park put on by Grant County Strong. "I'm getting feedback from the community on a need and desire on the pavilion facility. I'm looking forward to the report on the facility. Some people think the county is headed in one direction with the park. Others think the county is going another direction. For myself, I would like to see it kept accessible to the public."

Salas noted that at the event, a lot of Republicans, Democrats, business people and citizens saw people playing at the fields, kids on swings. "I know one of the considerations is making it ADA compliant. I have a general idea of what needs to be done. We could make the largest bathroom ADA compliant and a ramp to walk up to the building. We can do a lot without breaking the bank."

Commission Chairman Chris Ponce said, in the past three months as part of the commission, "I have been approached by a lot of people asking me about the park. I could see improvements, but I saw a lot of people enjoying it and kids playing on the equipment. We have to give the community a 'feel good' place to go. With questions asked, I've learned a lot sitting here s a commissioner. In public input, I've learned to appreciate and learn from the other viewpoints. It helps me as a commissioner to understand why people say what they do. We're here trying to do our best for the public."

The next item on the agenda was the consideration of a process for evaluating the county manager and county attorney positions.

"Today, we're only discussing a process for the county manager," Edwards clarified. "We haven't gotten to the attorney position yet.

"Our goal is to finalize the evaluation," she said. "The goal was to finalize the evaluation for the county manager position. We requested the change to the agenda, because we put all of it in executive session. This part didn't belong there. Commissioner Billings was tasked with developing the process for the county manager and county attorney. It was based on input from the County Manager Affiliate of New Mexico Counties. We got a draft from the affiliate, and I did a lot of research. Billy and I met and made some edits. The affiliate draft had only three levels. Commissioner Billings and I went for five levels plus we added the leadership section. And put in a part for examples of actions taken by the manager that were considered exemplary. This is the fourth draft we've sent."

Ponce thanked the two commissioners for taking the time to do this process.

"The purpose was because the county manager had never been evaluated," Edwards said. "It's essential to establish an evaluation process to help the manager grow or to show that the manager is doing a great job. I had a conversation with Kevin Hubbs, who was at the front desk at the time. I asked him if he could put it into Survey Monkey and he said he could. It will be sent to (Community Development and Planning Director Michael) "Mischa" Larisch, (Road Superintendent) Earl Moore, (General Services Director) Randy Villa, (Financial Officer) Linda Vasquez, (Executive Assistant) Bernadette Coleman, (Human Resources Director) Renae Calloway, the commissioners, plus the department heads. The input from everyone but the commissioners is anonymous."

Burgess noted that the evaluation is confidential and not open to the public.

Salas asked when it would be used. "The sooner the better," Edwards replied. "There is no basis for evaluation if we don't know the baseline."

Ponce asked how often it would be used. "Yearly?"

Edwards thought that was a discussion to be had in the executive session.

Browne suggested it be yearly and not tied to contract renewal. He also said Survey Monkey should not be mentioned in the policy, because "in five years there may be a better tool for us to gather the information." He also suggested it could possibly be left to the chairman to compile.

Edwards said: "Or a subcommittee of two people."

Billings said he sees it as a starting point. "As we do it, we may see things to add or subtract."

Edwards said the document had enough to do an evaluation now. She said it also has a subheading and that is how the manager communicates with the commissioners.

"She provides the commissioners with routine information on an equal basis, although I want to acknowledge that the chair might get more information," Browne said.

Billings said, when he was chairman, he was never privy to information that could not be shared among the commissioners.

Burgess said the same relevant information is provided to all commissioners.

Salas said he would like to add that the county manager should correspond with commissioners' requests and follow up in a timely manner.

Browne asked to add a new item: "Are you satisfied with the county manager's collaboration with other elected officials in budgeting, efficient spending, revenue collection and cash flow planning?"

He said this came out of things he has discussed with other officials and how they interact with the county manager. "Her job is a pretty awkward role and we have seen that awkwardness in personnel matters, budgeting, and cash flow issues."

Edwards asked to add to the list, investments.

Browne said that investments is part of cash flow management. "The role of the county manager is not to make policy—that's up to us. Managing investments is up to the treasurer. The county manager needs to collaborate with the treasurer to make sure funds are liquid enough to meet county needs. She can't effect what the treasurer does with investments. That's the difficult part of her job, because she has no control over who the elected officials are. She has to be able to collaborate with a variety of people."

Edwards said the commissioners can only evaluate one side of the collaboration. "What if the other side is not collaborating?"

Browne said the Commission should give the manager a chance to explain. "If they just don't want to work together, we have to hold their feet to the fire and not let it be an excuse."

Edwards said she would like the commissioners to have the opportunity to review investment policies.

She amended her motion to include the items added to the evaluation process document. The motion was approved.

Billings said he and Commissioner Edwards will continue to implement the evaluation process.

Salas said he would like to see the survey offered to everyone working at the county.

Edwards said the one they have just worked on is evaluating job performance. "What you mention is job satisfaction. I don't think you can evaluate the county manager if you don't have direct contact with her."

Ponce suggested leave it open for a survey in the future. "Right now, for the evaluation process, this is what we voted on to involve the commissioners, elected officials and department heads."

Salas said he feels that dealing with only the other officials will give a skewed, more positive view of her job performance. He also suggested a survey of other employees could give a view on their department heads.

Ponce said he agreed a survey of workers would be a tool, but employees will have no knowledge of cash flow planning, for instance. "We can come up with a different survey for employees."

"This process is focused on evaluating the county manager," Browne pointed out. "We should not evaluate department heads through their employees. That's the manager's job."

Burgess added that the survey structure should be confidential. All agreed to that.

Commissioners approved Edwards and Billings implementing the survey.

The commissioners went into executive session with no action planned.