Fort Walton Beach Council agenda — 05-22-12 regular — reading text

F- 1 4.1. a SELECTION PROCESS If this process is decided, City Council will undertake a review of the resumes, qualifications and other information provided by the applicants. As well, it will be necessary for City Council to develop a methodology to short list the most promising candidates and select a m first choice to proceed with contract negotiations. In this regard, staff suggests the following key points for City Council consideration: 1. R tions — Staff will be prepared to deliver to (. try Council copies of cuE the resumes submitted on weekly basis. In addition to the resumes, staff will prepare aN a summary of qualifications matrix which will enable City Council members to view a K snapshot of the qualifications of each candidate. The candidates will be listed alphabetically by last name and assist City Council in determining if they meet or do not meet the minimum requirements. mc f A 2. 12KycI R a Short List —To develop a short list of candidates for further consideration U City Council will need to develop a methodology for this purpose. Staff suggests that each Council member select ten ( 10) applicants as their recommended finalists. This m list would be submitted to the City Clerk with those candidates named most frequently comprising the list of five ( 5) finalists and perhaps one ( 1) alternate. A suggested form is attached for review and approval. INTERVIEWS AND RANKING Interviews — once the finalists have been selected and the background investigations have been completed the interviewing process begins. Steps in this process include: Confirmation and congratulatory letter to finalists Advise finalists as to date, time, location and nature of interview process ( i. e. public meeting with Mayor and City Council). In addition, remind finalists that due to State public record laws confidentiality of their application submittal can not be maintained. Matl or G-Mail finalists package of information to include most recent Budget and Financial Report, Organizational Chart, Personnel Rules, list of the names of Council Members, local maps and similar items. Advise finalists that the City will reimburse for reasonable travel, lodging and meal expenses. During the interview, City Council asks questions regarding overall work experience, special accomplishments, career objectives, management style and similar matters. A list of potential questions for City Council members to consider will he provided well in advance of the interviews. The actual interview is, as well, the opporturim, for City Council and the candidates to Packet Pg. 47  14. 1. a discuss their working relationship to ensure a clear understanding of roles and responsibilities. 2. Post Interview Activities — These activities include a tour of City facilities by a designated City representative, lunch with Department Directors and a community reception for interested citizens to meet the candidates. 3. Rankine — As to the process of ranking the finalists, it is suggested City Council irtitiate the written ballot method identifying their # 1 ranked candidate. This method will ultimately result in a motion for one of the candidates. Following this step the contract negotiations would commence with the number 1 ranked finalist. BACKGROUND INVESTIGATION As is typical with the recruitment for a professional position, a background investigation is essential to verify the qualifications and obtain additional insight regarding the candidate' s ability to meet Ciry Council' s expectation for a City Manager. The background itrveeugations on short listed candidates should include, at a minimum, the following: Verification of Educational Credentials Emplovment Verification and Phone Interviews with Previous Employers with a List of Pre- Arranged Questions. ( e. g. Mavor, Council Members, Department Directors & Other Professional References) Credit Check Criminal History Internet search As to conducting the background investigations, alternatives include utilizing staff or securing the services of a consultant. These alternatives are explained as follows: L Staff —For this alternative staff would conduct the background investigations to include all of the above noted items and provide City Council with a capsule summary. The advantage of this alternative is cost. Although the City will incur minor costs to conduct credit and criminal background checks the cost of having a consultant accomplish the employment and reference investigations would be avoided. 2. Consultant — Staff has recently contacted three consultants who could conduct the entire background investigation. The firms and their associated fees for this service are: Packet Pg. 48  141 I The Mercer Group, Inc. Winterhaven, Fl, Fee Structure - $ 800. 00 per candidate Slavin Management Group Norcross, GA Fee Structure — $ 500.00 per candidate plus $ 44 for each County the candidate lived in for the past 10 years to examine court records. am The advantages would include less staff hours and utihzing the expertise of a w professional consultant to develop and complete a comprehensive background y m investigation for City Council review. In addition, I would submit that the consultants could complete the reviews in a timelier manner. Their experience and resources would offer City Couned relevant information regarding candidate qualifications to ensure the best fit candidate is selected. It allows for a more objective approach thus ensuring any bias from City staff. n E Although staff stands ready to undertake the background investigations for the finalists, City Council is asked to consider utilizing a consultant in this regard. nm Contract Negotiations Regarding contract negotiations, staff recommends City Council authorize the Mayor, with the Administrative Services Director serving in a supporting role, to negotiate a contract with the number 1 ranked candidate with respect to compensation, benefits including leave time, auto and phone allowance, retirement, severance, moving expenses and medical, dental and life insurance coverage / premiums. (, try Council should give the Mayor clear direction as to the parameters the City will offer the candidate. Following contract negotiations, the Mayor would ask the Cin Attorney to draft an employment agreement for City Council consideration at their nest regular meeting. FUNDING REQUIRMENTS As no funds were budgeted in the 2011/ 12 fiscal year for expenses associated with the recruitment and potential moving expenses for a senior level position, a budget amendment would be necessary to cover these costs. RECOMMENDATION: Based un the above, staff respectfully request City Council provide guidance in this process and make motions as follows: Packet Pg. 49  14. 1. a L City Council to provide salary recommendation for Mr. Beedic, Acting City Manager and duration of appointment. 2. City Council to direct staff to proceed with Recruitment Schedule as outlined. Respectfully Submitted: SvIvia Hanks Administrative Services Director Concur Michael Beedie Acting City Manager Lst of Attachments 1. Recruitment Schedule 2. Job Announcement 3. City Manager Candidate Profile 4. Recruitment Information Package 5. Qualification Summary Matrix 6. Short List Form Packet Pg. 50  14. t. b CITY MANAGER — City of Fort Walton Beach, Florida. The City of Fort Walton Beach ( Population 19, 534) located in Okaloosa County is seeking an experienced professional to serve in the capacity of City Manager. The position reports to and serves at the pleasure of the Mayor and seven ( 7) Council Members. This progressive Florida panhandle community was ranked 6`" as a small city for best places for business and careers by Forbes Magazine. The City, with a $ 37. 9 million budget and 320 employees, provides full service to its residents including Police, Fire, Public Services ( Planning, Building & Zoning, Code Enforcement), Utility Services ( Water & Wastewater and Engineering) Recreation and Cultural Services, Community Redevelopment Agency, and two municipal Golf Courses. The ideal candidate will possess strong interpersonal, public presentation and writing skills with extensive knowledge of public administration principles and practices, or will have a career path which demonstrates increasingly progressive responsibility in a similar public sector organization( s); have a history of proactively identifying and implementing creative solutions to community needs; have successful experience with economic development; a strong grasp of public financial, budgeting and accounting principals and practices with a reputation of conservative fiscal