Loading...
02/01/2001 . . . CITY COMMISSION SPECIAL MEETING CITY OF CLEARWATER February 6, 2001 Present: Brian J. Aungst J. B. Johnson Robert Clark Ed Hart F. David Hemerick Mayor/Commissioner Vice-M ayor /Commissioner Commissioner Commissioner Commissioner Also present: Pamela K. Akin Cynthia E. Goudeau Paul O'Rourke Brenda Moses City Attorney City Clerk Human Resources Director Board Reporter The meeting was called to order at 9:07 a.m. at the Harborview Center to receive presentations from the City Manager search firms. It was suggested the Slavin team be eliminated from consideration, as they were unable to attend today's meeting. ITEM #2 - 9:00 AM - Presentation from DMG Maximus Louis J. Fox, Regional Director of Executive Recruitment Services for DMG Maximus, reviewed his background as well as his firm's. He referred to a written proposal submitted to the Commission regarding a sample profile of a candidate search. He said his firm 1) determines long and short term issues and challenges as identified by the Mayor and Commission; 2) the level of education, experience, and certification required for a City Manager; 3) identifies the skills and knowledge a city manager should possess to be an effective manager and leader of a municipal organization; and 4) identifies personal traits required. He said the process takes approximately 14 weeks. The first step involves meeting with the Commission and compiling all the pertinent data to begin the search process. He explained the process in detail and said his firm also would assist the Commission with salary negotiations and the interview process. In response to a question, Mr. Fox said his fee would be $17,500 and $8,500 for administrative expenses excluding candidate costs for travel and lodging. His firm conducts extensive background checks including criminal, personal, and professional checks, and requests references from various sources. He said the City's internal candidate would be treated the same as other candidates. Mr. Fox explained a database and advertising methods including ads in professional journals, DMG's web site and other avenues and professional affiliations would produce approximately 200 potential candidate names. His firm performs searches for candidates in the private and municipal sectors. The process of elimination takes place throughout the search to ensure the City is provided with the best possible candidate pool. He said candidates would be informed of the internal candidate and assured that the City would not give him more consideration than other candidates. Mr. Fox said, as the Commission will change within the next 5 weeks, he would be willing to meet with and update the new Commission. In response to a question from the City's consultant, Howard msp0201 1 02/06/01 . . . Tipton, Mr. Fox said his firm would be proactive in the search. He said he receives many unsolicited resumes from inside and outside the state. He assured the Commission that his firm would not recommend someone who could be considered "someone else's problem". Mr. Fox said he maintains his membership at several organizations but is not employed by anyone else. It was suggested that if this firm is selected, all contact with Mr. Fox regarding this search be directly with the Commission. The meeting recessed from 9:50 to 10:05 a.m. ITEM #3 - 10:00 AM - Presentation from Mercer Group Tom D. Freijo, Senior Vice President of the Mercer Group, Inc., reviewed his background and experience. He apologized that Jim Mercer was unable to attend today's presentation. He said his firm is one of the most highly experienced firms in the country with regard to executive searches and specialization with municipalities. He said Jim Mercer has conducted over 500 searches, of which 60 were specifically municipal searches, over the last 5 years. He said Mr. Mercer would lead the process and he would work with him every step of the way. All Mercer staff have been local government officials in some capacity with vast experience in personnel search processes. He said the firm forms a partnership with its clients. Extensive meetings are held with clients to determine the qualities and experience needed for the position. The firm searches for specific skills that would fit well in the community. Through a number of different avenues, he anticipates approximately 100 resumes would be obtained. The firm would narrow the candidate pool to 15 candidates, perform further interviews, etc. and narrow that pool to 5 to 7 potential candidates. Extensive checks on those individuals would be done to verify references, check on their past experiences, successes, difficulties, lawsuits, behavioral situations, etc. Mr. Freijo said his firm also could assist the City with development of interview questions, the interview process, and other matters. He said should the selected pool of candidates provided be unacceptable to the City, his firm would at no cost to the City provide another group of finalists for review. Upon selection of a final candidate, the Mercer group would help the City negotiate the salary and an acceptable employment contract. As an option, the firm could meet with the candidate hired to perform a goal setting and performance evaluation sessions to identify the expectations the Commission has for a City Manager. In response to a question, Mr. Freijo said although the benefits and salary should be part of the initial search process, by setting a strict limitation on them, the City could potentially eliminate a potential candidate. Consideration should be given to flexibility whenever possible. Mr. Freijo said if the candidate selected by the City leaves for any reason during a 2-year period, Mercer would perform free of charge, except expenses, a new search. Mercer also guarantees that for a 2-year period after the search, it will not try to recruit any City employee without the City's permission. Mercer further guarantees for the time the City manager is employed with the City, Mercer will not try to recruit that person away from the City. Mr. Freijo said his fees are $12,500 and $7,500 for expenses. The City would be responsible for travel and lodging for candidates. He anticipates the search would take 90 days. He said the internal candidate's interest would not adversely affect the candidate pool since Clearwater is hiring a national search firm. Mercer would msp020 1 2 02/06/01 . . . inform potential candidates of the internal candidate's interest up front. Mercer performs extensive background checks on all candidates. Mercer would rework the list of final candidates, should the Commission be unhappy with it. He said the process of collecting data varies in every community depending upon the criteria for the position. He felt Clearwater has many amenities to offer potential candidates. His firm would confer with the City regarding the level of salary and benefits compared to other cities. In response to a question, Mr. Freijo said he felt the City should select his firm over the other firms being considered because of its high degree of experience, particularly in Florida. Both the President and the Senior Vice President will be readily available to address the City's needs. In response to a question, Mr. Freijo said he did not feel there would be a conflict of interest if Mercer bid on the Pinellas County Administrator search as a different pool of candidates would apply for that position. Disagreement was expressed about the conflict of interest on Mercer's intention to bid on that position, as the last City Manager search produced candidates that had been or were interested in being county administrators. The meeting recessed from 10:58 to 11: 1 0 a.m. ITEM #4 - 11 :00 AM - Presentation from Bennett Associates Richard Bennett, Principal, and Geri Conners, Senior Associate, of Bennett Associates, were present. Mr. Bennett said he and Ms. Conners would both perform the city manager search for Clearwater. Bennett Associates has been in the civic service business for governmental and nonprofit agencies since 1 981. The firm does no private search work. The firm has performed searches for cities, counties, and states nationwide. He said his firm's search would include extensive time in the community and with the Commission to get to know the community's needs, the history of the community, and what must be accomplished over the next 3 to 5 years. He said there are many individuals with superior skills that could be total failures as city manager candidates if they are not in sync with the community's needs. Mr. Bennett said he would spend 3 - 4 days in the community meeting people in the area. His firm would inform candidates what Clearwater's expectations are, as well as inform them of the City's internal candidate's interest in the job. He said all search firms/recruiters perform basically the same searches. The difference is what they are good at when trying to accomplish the ultimate hire. In response to a question, Mr. Bennett said cheaper is not always better. He said his fees provide the City with the assurance that the job would be done right and the assurance of a candidate that would fit the needs of the community. In response to a question, he said the City's internal candidate would be treated the same as any other candidate. He said it is up to this Commission to decide whether they wish to wait on the recruitment process until after the new Commission is aboard. In response to a question, Mr. Bennett said his firm uses a variety of recruiting methods including postings on the Internet. He said his firm is attractive to clients with a complex service type organization. His firm is not an exclusive city manager search firm. He felt as Clearwater's location provides an attractive amenity for potential candidates, approximately 40 to 50 resumes would be received. He said although candidate pools msp0201 3 02/06/01 . . . have steadily grown smaller over the past few years, the candidates are generally more qualified. In response to a question, he said Clearwater is not the only City that has experienced struggles, etc. He said by defining the issues and identifying the community's needs, there would be a qualified pool of candidates. In response to a question, he said Clearwater's salary range is on the low side compared to other similar communities' salaries. He said people generally move for salary increases between 10% to 20%. He said it might be possible for Clearwater to compensate for the salary with other benefits. He suggested the City be realistic about setting such parameters in the beginning of the process. He said every state has its form of Sunshine Law. Candidates would be informed of all pertinent issues in Clearwater. He said his firm would not submit a bid for the Pinellas County Administrator position search if employed by Clearwater. He suggested staff contact other cities and counties that have hired Bennett Associates for references. Mr. Tipton said although all 3 firms are quality organizations and are capable of performing the search, he felt DMG Maximus was the best choice. Concern was expressed that Mr. Mercer did not attend today's meeting. It was remarked that Mr. Fox's background was impressive and consensus was that DMG Maximus was the best choice. Commissioner Hart moved to select DMG Maximus as the city manager search firm and to direct the City Attorney to draft a contract including the stipulation that the firm would not compete in the county administrator selection process. The motion was duly seconded and carried unanimously. ITEM #5 - Adiourn The meeting adjourned at 12:07 p.m. ~~r --~ ATTEST: %-~~J'. ~ _ City Clerk msp0201 4 02/06/01