Fort Walton Beach Council minutes — 12-22-08 special minutes — reading text

fast-tracked and that the outgoing Council will have the same opportunity as everyone else to review the applicants. Mr. Hartwell questioned exactly how much time is considered adequate in the advertising process according to the search firms contacted for proposals. Mr. Wiltsie responded that the proposals from the three search firms provide different number of days for the entire process. Mr. Hartwell noted that using the same process recommended by the search firms, the fast track recommended by Staff is 76 days vs. 60 days, which is longer than the recommendations of the search firms, and that the time has been doubled to 125 days saying the process should not be fast tracked. The Mayor called for the vote on the motion to proceed with Recruitment Schedule Alternative 2, designed to advertise and recruit for the position and provide for the selection process to occur after April 1, 2009 to provide that the City Council members seated at that time would participate in the selection, appointment, and contract negotiations, and for the hiring date to be May 12, 2009, the first meeting in May and it carried by a vote of 6 to 1 with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor and Miller opposed. INTERNAL/ EXTERNAL RECRUITMENT Consideration to proceed with either an internal recruitment or authorize staff to execute an agreement with a search firm to conduct an executive search for the next City Manager. Mr. Wiltsie discussed the advantages/ disadvantages with either internal or external recruiting, citing additional staff time and a slower process if done internally, and the cost of doing an external search. He advised the cost of Slavin Management Consultants is a not-to- exceed $ 20, 797. 50; the cost for the Mercer Group is a not-to- exceed $ 22, 000; and Colin Baenziger & Associates has offered to perform the search at no cost to the City, to include both fees and expenses. The City Manager was asked about the process that the City of Ormond Beach used in the selection process, and she advised the former City Manager served as an executive recruiter at no charge to the City, and they did not use a professional search firm. The Mayor clarified that the search firm offering their services for free is the same firm that did the recruiting for the City' s previous Finance Director, and that none of the three firms are local. Discussion included the major information that will be provided to Council from Staff from applicants, including name, address, and education; salary and benefit expectations; and previous experience, whether public or private sector. It was noted that in the past, Council was provided two lists, one of those who met minimum requirements and those who did not. Mr. Wiltsie advised that with the matrix Staff will provide, it will be easy for those screening the applications to determine who meets the qualifications.  83 Special Council 12/ 22/ 08 INTERNAL/ EXTERNAL RECRUITMENT ( CO NT) Mr. Hartwell was advised that the matrix can be expanded to include additional information, and that the candidate profile being placed on the City' s web site by Staff for interested applicants can be given to a professional search firm and they can do the same thing, thus saving Staff time. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Holmes moved to direct Staff to proceed with the internal recruitment of the City Manager. Mr. Reeves seconded motion. Mr. Holmes stated his confidence in Staff' s ability to undertake this process. Mr. Reeves supported the motion stating he cannot see paying a firm $ 20, 000 to do what Staff is capable of doing. Mr. Garvie could not support the motion because a professional firm has agreed to do the service for free and in doing so would free up Staff time to work on other City business. Mr. Miller echoed Mr. Garvie' s comments and would not support the motion. Dr. Pullen stated his support of the motion and noted the only reason a search firm was used to fill the Finance Director position was because the City did not receive adequate responses. Mr. Hartwell stated he would not support the motion because a professional firm can gather the information and do the work, saving Staff from undertaking the process, and that it does not save the City money for Staff to do it since they are not doing other work as they are spending their time on the recruitment. Mr. Minich stated his support of the motion, and that he believes the City will get enough applicants to apply and that Council will have the opportunity to make the short list. Discussion included that the firm of Colin Baenziger and Associates is offering their services at no charge because of a prior search for a Finance Director that turned out to be controversial and the individual left less than two years of being hired by the City. It was also noted that is an industry standard with firms to offer a clause that states they will provide services at no charge if a search does not work out less than two years after being hired. The Mayor called for the vote on the motion to direct Staff to proceed with the internal recruitment of the City Manager and it carried by a vote of 4 to 3 with Holmes, Reeves, Pullen, and Minich in favor and Miller, Garvie, and Hartwell opposed. APPROVAL OF SELECTION PROCESS Approve or amend one of the selection processes. Mr. Wiltsie discussed the internal process and described the option of utilizing the Florida City and County Management Association ( FCCMA) Ranger Rider program which would entail their receiving and reviewing the resumes of the candidates and make a recommendation to the City as to the top 10 candidates, and there would be no cost to the City for this option. Mr. Wiltsie also discussed the option of a Community Selection Panel, whereby Staff would provide Council and members of the community with copies of the resumes and also a matrix summary of their qualification. If this option were selected, the Council would need to appoint the members of the Committee. Mr. Minich gave his thought that the Ranger Rider Review would be a good option as there is time for them to review the resumes and it is a free service. 84 Special Council 12/ 22/ 08 SELECTION PROCESS ( CONT) Mr. Minich also mentioned his idea of having this Council act as a community selection panel; this way, they would continue to be involved by providing their selections and providing the incoming Council some good names for them to consider. He mentioned this would be a time saver in the recruiting process which could be cut off in the middle of February, and one of the last actions of this Council would be to recommend the top applicants. Dr. Pullen suggested that each Council member review the applicants on an individual basis, have four or five individuals review the applications with them, then input from the community is being received. Mr. Hartwell agreed with his colleagues, and voiced the importance of the criteria for selection, to interview every candidate and not to cut the process short. Mr. Garvie expressed his support of a Community Selection Panel consisting of representatives from the military, tourism, development, and banking industries, such as was done during the Strategic Planning Session process. Dr. Pullen acknowledged that individual Council members can ask those individuals to provide input to them on an informal basis. Mr. Miller noted that copies of resumes and applications can be kept in the City Clerk' s Office and the public can come and review them. The Mayor opened the floor for public input. Kabe Woods, 210 Brooks Street, discussed the importance of criteria and that it is up to the Council to make the decision rather than a pool of community members. As there were no further comments, public input was closed. Mr. Minich moved to approve Selection Process B, the Internal Process, with a finalized list on March 24, 2009, and the closing date for the applications to be February 20, 2009. Mr. Holmes seconded motion. Dr. Pullen amended the motion for the closing date for the receipt of applications be February 27, 2009. Mr. Minich seconded the motion. The City Attorney advised that is a friendly amendment so the main motion can be voted on with the amendment. Mr. Hartwell received clarification that both recruitment schedules include a nationwide search, and that in the job announcement the City is asking for 5 years experience as a manager in a city or county. Mr. Garvie received clarification that the motion does not include a Ranger Rider Review. Dr. Pullen questioned whether a salary range should be included in the job announcement. Mr. Minich suggested that the motion on the floor be voted on and if salary or anything else wants to be discussed another motion can be made. The Mayor called for the vote on the motion as amended to approve Selection Process B, the Internal Process, with a finalized list on March 24, 2009, and the closing date for the applications to be February 27, 2009 and it carried by a vote of 5 to 2 with Holmes, Reeves, Pullen, Hartwell, and Minich in favor and Miller and Garvie opposed.  85 Special Council 12/ 22/ 08 RANKING METHODOLOGY Consideration to confirm or amend the interview and ranking methodology. Mr. Wiltsie explained that as to the process of ranking the finalists, it is suggested City Council initiate the written ballot method identifying their # 1 ranked candidate, which will ultimately result in a motion for one of the candidates. He noted this method has been used successfully in the past. The Mayor noted for clarification that he does not get involved in the interviewing process unless it is necessary to break a tie vote on the day a candidate is voted on. Mr. Reeves wished to know when Council would actually give interviews and do the ranking. Mr. Wiltsie said it would happen at a regular or special City Council meeting for the sole purpose of ranking the candidates to come away from the meeting with a number one ranked candidate. It was noted the date can be set at a later time. Dr. Pullen moved to amend the announcement to advertise the salary at $ 75, 000 plus. Mr. Miller seconded motion. Dr. Pullen explained there are people hungry for jobs right now and may take a job at a lower salary. He recalled the last time a candidate said he would take the job at $ 75, 000 and after he proved himself they would talk about a raise. He would hate to