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04/22/1997CITY COMMISSION SPECIAL MEETING CITY OF CLEARWATER April 22, 1997 Present: Rita Garvey Mayor/Commissioner J. B. Johnson Vice-Mayor/Commissioner Robert Clark Commissioner Ed Hooper Commissioner Karen Seel Commissioner Elizabeth M. Deptula City Manager Bob Keller Assistant City Manager Pamela K. Akin City Attorney Pamela Skyrme, Ph.D. Director Office of Organizational & Employee Development Diane FitzGerald Public Information Specialist Patricia O. Sullivan Board Reporter The Mayor called the meeting to order at 1:00 p.m. at City Hall. ITEM #1 - Consideration of Questions for City Manager Candidates The City Manager reported Robert Slavin, of Slavin Management Consultants, Inc., had forwarded a list of five finalists for the City Manager position: 1) Jim Blagg; 2) James Daken; 3) Robert LaSala; 4) Randall Reid; and 5) Michael Roberto. On April 25, 1997, individual Commissioners will interview each candidate privately for one hour. On April 26, 1997, candidates will appear individually in Chambers before the Commission for one-hour sessions to answer prepared questions. Commissioners can ask follow-up questions for clarification. Resumes are included in the package of materials forwarded by Mr. Slavin. Office of Organizational & Employee Development Director Pamela Skyrme recommended considering the lawfulness of questions. The City Attorney reported Slavin Management Consultants had completed credit and reference checks on each candidate. The City will perform criminal checks later. Discussion ensued regarding lawful and unlawful questions. Dr. Skyrme recommended the Commission not rank the top candidates. During the interview process, she suggested the Commission consider values reflected in the candidates’ answers and determine how candidates meet predetermined criteria. In response to a question, the City Attorney said Commission interview notes are public record. She recommended against scoring the candidates in the provided booklets. Dr. Skyrme suggested keeping track of candidate answers should the decision require documentation. She said questions from the group must reflect identified criteria and consider preferred leadership styles and strategies. For fair comparison, she recommended asking each candidate the same questions. Dr. Skyrme reviewed four core cultures often used to organize frameworks for development and planned change. Organizational effectiveness needs to be balanced with integrity. The winning candidate should have the characteristics and leadership style needed to mobilize staff to accomplish the Vision. She also reviewed typical strategies and leadership traits found in the core cultures. The City Attorney said the Vision Statement reflects the City’s principles of operation. Discussion ensued regarding leadership styles and necessary skills. It was felt the ability to build a team is important. It was suggested questions regarding why candidates want to be Clearwater’s City Manager, etc. are best asked privately. Dr. Skyrme noted past behaviors can be excellent predictors of future performance. Assistant City Manager Bob Keller suggested asking each candidate to describe an experience and outcome related to a work situation where his leadership made a difference. He recommended considering the appropriateness of stories candidates choose to clarify points, indicating stories could divulge a great deal about the candidates. Answers can reflect team leading skills, the ability to encourage creativity, involvement with and inclusion of others, analytical skills, perseverance, listening skills, problem solving processes, awareness of the “big picture,” implementation skills, and follow-through themes. Dr. Skyrme recommended follow-up questions not introduce new topics or direction. In response to a question, the City Attorney said candidates have a legal right to sit in the audience during other interviews. It was recommended that practice be discouraged. Concern was expressed some candidates also could gain an unfair advantage by viewing earlier interviews on C-View TV. Consensus opposed broadcasting the interviews live. The tape will be rerun several times. Dr. Skyrme said key criteria need to be identified. Preferred abilities include teamwork, perseverance, ability to create a positive environment, ability to set and reach goals, process management skills, ability to communicate long range vision, commitment, innovation, initiation, and the abilities to act as a guide instead of a facilitator, to present alternatives, and to communicate, including negatives and downsides. Mr. Keller said differences exist between policy initiators and implementers, suggesting both traits are necessary for critical decisions. The meeting recessed from 2:55 to 3:07 p.m. In response to a question regarding Mr. Slavin’s sample interview questions, Dr. Skyrme said the Commission needs to consider why each question should be asked as this is the City’s most important position. She recommended against basing decisions on “gut” reaction. She suggested questions elicit answers that reflect the candidates’ innovation, analytical bent, perseverance, and background in overcoming obstacles. It was felt staff should not push projects before the Commission without the City Manager’s prior support. The City Attorney said it is natural for staff members to champion favorite projects. It was felt the City Manager should control staff recommendations. Dr. Skyrme suggested a background in community focus and involvement is important. It was recommended that questions provide candidates the opportunity to present their communication skills, report on their management style, and provide examples of perseverance, strength of character, personal creative contributions, innovation, tough decisions, methods and processes to encourage team building, collaboration, creativity, innovation, defining and prioritizing issues, past relationships with unions, the media, local governments, citizen groups, etc. Dr. Skyrme recommended the Commissioners document their decision should the matter be disputed. The Commissioners reviewed the questions they felt were most important. Dr. Skyrme noted the importance of formulating the type of answer and information the preferred candidate should provide. She suggested processes described by candidates are more important than outcomes. The Commission reviewed questions proposed by Mr. Slavin, suggesting direction and design. The position serves at the pleasure of the Commission. Dr. Skyrme recommended the City Commission consider which standards to use to assess the new City Manager’s performance, what they hope will be accomplished during the first several years, and completing the process for the Vision statement. Dr. Skyrme reviewed the interview procedures. She recommended Commissioners not physically react to answers by nodding, etc. Dr. Skyrme will develop questions based on today’s discussion and distribute them to the City Commission. Commissioners will be asked to share information gathered in the personal interviews when they meet to discuss the candidates. Consensus was to narrow the field at a special meeting immediately following the April 28, 1997, Work Session. It was felt department directors should not meet with candidates privately as each director has different biases. It was suggested a casual reception be planned to allow the Commission and department directors to mingle with the candidates in an informal setting. A reception was scheduled for candidates to meet informally with Commissioners and department directors at the Harborview Center on April 25, 1997, from 5:00 to 6:30 p.m. The City Manager will host a breakfast for the candidates on April 26, 1997. ITEM #2 - Adjournment The meeting adjourned at 4:55 p.m.