Loading...
01/13/1997 CITY COMMISSION SPECIAL MEETING CITY OF CLEARWATER January 13, 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 Kathy S. Rice Deputy City Manager Bob Keller Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Patricia O. Sullivan Board Reporter The Mayor called the meeting to order at 1:21 p.m. at the Harborview Center. Prior to the meeting, the Commission toured the Harborview Center’s new catering kitchen and sampled specialties prepared by the chef. David M. Griffith & Associates Daniel Donaldson, of David M. Griffith & Associates, reviewed his firm’s experience with city manager recruitment, local governments and agencies, and recent placements. He said his values include: 1) developing a profile by listening to the client; 2) providing personal attention; 3) being thorough; 4) being respectful and candid with candidates and client; and 5) managing the time line and work load. He currently is working on 6 recruitments. In response to a question, Mr. Donaldson said the State’s Sunshine laws may discourage some applicants. He said the City has few negatives that would discourage candidates. He said he is comfortable handling between 6 and 8 recruitments, noting one obligation is nearing completion. He recommended the Commission meet with the final candidates individually and as a group. He can explore non-job related issues through discussion related to the candidates’ motivation for applying. He reviews media coverage of candidates. He will interview references and local reporters. He will consider maturity and energy. He estimated advertising the position in appropriate trade publications will cost between $1,000 and $2,000. Advertising in the local media is up to the City Commission. In response to a question, Mr. Donaldson said the search could attract someone with a non-traditional background by targeting employment areas with crossover potential. In developing a profile, he will meet with everyone the City Commission recommends, including appropriate staff. His search will include contacting appropriate candidates in his firm’s data base. He often addresses manager groups. He will discuss compensation issues with the Commission and consider internal equity issues, noting salaries are market driven. He will forward information to the Commission before reviewing the final candidates with them. He said due to the Sunshine Law, some candidates apply at deadline. He said his most non-tradition placement was someone with a military background in a municipal position. He noted some private sector people may not be happy in a public role. In response to a question, he indicated he does not use an assistant but does all research, reference checking, etc. himself. He said the cost of his services will not exceed budget. The Mercer Group, Inc. James Mercer, of the Mercer Group, Inc., said it is important the City Commission is comfortable with the search firm. He reviewed his background in management consulting and his firm’s search background. His work plan includes: 1) position analysis; 2) recruitment process; 3) resume review; 4) candidate screening; 5) background investigation; 6) interview process; and 7) negotiation and follow-up. He requested information about Clearwater and the City’s organization, budget, etc. He estimated recruitment would take 45 days, indicating a new City Manager could be on-board by the end of May. After networking, he would return to the Commission with a list of approximately 15 applicants. He will handle standard background checks on candidates, suggesting the Police Department run criminal checks as the Police can access more information than private firms. He will attend interviews with the final 3 to 5 candidates and help negotiate an agreement. He will check on the new City Manager’s performance quarterly for a year. He will not delegate a significant portion of the search to other staff. The Mercer Group, Inc. guarantees: 1) to never recruit a placement; 2) to keep searching; 3) to not recruit staff for two years; and 4) to refill the position if the candidate leaves the position during the first year, for expenses only. In response to a question, Mr. Mercer said he will explore non-job connected issues through a detailed reference check and background interviews. He visits candidates’ communities, reviews newspaper articles, and networks with references. He will provide the City Commission with all information he can about candidates. He estimated the Sunshine laws discourage about 10% of candidates but said he can work with candidates to avoid some associated problems. In response to a question, he said Florida has a high turn over rate for city managers, estimating average tenure at 5 years. He suggested current challenges in Clearwater require someone with redevelopment experience. He will contact his networks to locate candidates who meet City needs. He said the expectations of constituents need to be considered. Mr. Mercer said his firm has 3 full-time employees and 5 contract workers and knowledge of the State and County. He recommended a 2-day interview process that presents the candidates in different ways. He will pro-rate expenses if he combines this recruitment with others. He recommended the final list have 5 candidates. In response to a question, he said his firm can do some testing but cautioned psychological testing may have some public record implications. He suggested advertising the position in trade, minority/women, and jobs' publications. He recommended against advertising in the Wall Street Journal as it is expensive and attracts many unqualified applicants. In response to a question, he said additional expenses could occur if additional rounds of candidates are required. He said his firm handles many compensation reviews and would be helpful during negotiations. Mr. Mercer reviewed Commission expectations of the new City Manager. It was suggested a tourist community and economic development background would be advantageous. His firm’s policy is to refer media questions to the City for dissemination of candidate information. He said the City needs to be aware of media inquiries. The City Commission recessed from 2:53 to 3:10 p.m. Slavin Management Consultants, Inc. Robert Slavin of Slavin Management Consultants, Inc., said his firm assists clients to fulfill their vision. He will facilitate Commission consensus to develop a candidate profile. He said his firm will provide candidates that meet City needs regarding skills, interests, management style, personality, etc. He reviewed his firm’s 10-year recruitment background. Services are tailored to meet client needs and include frequent communication. Mr. Slavin said his firm will: 1) identify and recruit candidates who “fit” the City’s unique environment; 2) assist the Commission in developing a recruitment profile; 3) locate, recruit, and recommend the best candidates; 4) provide a professional, orderly, thorough, and fair process; 5) assist the Commission in making a final decision and negotiating an employment contract; and 6) ensure an inclusive process involves all important constituencies. His firm will visit candidates at their work locations. The contract ends when the candidate has held the position for one year. The firm will help the chosen candidate with performance goal setting. He reviewed his firm’s project team. Mr. Slavin said his firm’s project methodology includes: 1) develop search process; 2) identify and recruit qualified candidates and screen against criteria and goals; 3) preliminary candidate screening; 4) after 12 to 15 candidate are identified, progress report presented requiring City Commission approval to proceed; 5) in-depth candidate evaluation including on-site interviews, in-depth reference checks; 6) City Commission/finalist interviews of 5 - 7 candidates; and 7) performance goal setting and follow-up. If the candidate leaves during the first year, the firm will complete another search at no fee. In response to a question, he said Lisa Miller will handle research and Jill Pyland will review her client base and help him brainstorm. He currently is handling 3 searches. He said recruiting difficulties regarding this position include diversity issues, economic development, the tax base, quality of education, and challenges and plans identified by the City Commission. He recommended meeting the candidates individually and as a group. He said recent media coverage is typical of information his firm will provide. He will provide information regarding non-job related issues that are occupational related. In response to a question, he indicated he has done local recruitment and is familiar with Pinellas County. He has handled 9 searches in the last 5 years for cities with populations greater than 100,000. He estimated 5 years is the normal tenure for city managers. In response to a question, Mr. Slavin said he has had some successes recruiting private sector candidates for public sector positions; he placed someone with a military background. He recommended against eliminating public sector candidates as private sector candidates often have difficulty performing well in public positions. He will attract candidates by networking, researching his data base, and advertising. He said the Sunshine laws do not cover his letters of recruitment. To locate a non-traditional city manager, he suggested advertising in the local newspaper, networking, and the internet. He said if another recruitment is necessary, the City will be charged only for expenses. In response to a question, he said performing an assessment center is difficult in Florida due to the Sunshine laws but indicated psychological testing can be done for $100 to $125 per candidate. In reference to background checks, Mr. Slavin said he uses a networking process and reviews employment histories. Going beyond candidate provided references, he speaks with people who worked with and for the candidate. He works to get insight to reduce the possibility of errors. He broke his budget down by hours to estimate the hours required for the search. He will work until the Commission is satisfied and will stay within budget. If a second round of candidates is necessary, the expense budget may be inadequate. Discussion In response to a question, Assistant City Manager Bob Keller said David M. Griffith & Associates’ review of values impressed him but he expressed concern Mr. Donaldson is doing all work himself and currently is handling 6 recruitments. He applauded The Mercer Group, Inc. for considering the fit. He expressed concern regarding the way Mr. Mercer used his presentation time and his proposed draft profile. Mr. Keller said Mr. Slavin was assertive about procedure plans and seemed willing to research non-traditional candidates. In a close decision, he recommended Slavin Management Consultants. Deputy City Manager Kathy Rice agreed. She said Mr. Donaldson and Mr. Slavin perform in-depth background checks and counsel candidates who they feel are not right for positions. The City Manager said Mr. Donaldson had requested information regarding the City. Ms. Rice indicated Mr. Slavin had researched the City at the library. Discussion ensued regarding attributes of the search firm candidates. Commissioner Johnson moved to hire Slavin Management Consultants, Inc. to conduct the executive search for a City Manager. The motion was duly seconded and carried unanimously. The City Manager will schedule individual appointments with Mr. Slavin and City Commissioners. Work Session Location It was noted the January 6, 1997, Work Session held in the library showed poorly when aired on C-View TV. The January 21, 1997, Work Session will be scheduled in C-View’s studio at the Municipal Services Building. Mandalay Street-Scape Meeting The City Manager requested postponing the January 29, 1997, Mandalay Street Scape meeting. She reported staff is beginning to receive information regarding the March Penny for Pinellas referendum. City Hall Renovations It was suggested the City hire a firm to oversee construction at City Hall. The City Manager recommended reviewing the processes established by staff. The City Attorney indicated the project is on a tight budget. Further discussion will be scheduled for a February Work Session. Adjournment The meeting adjourned at 4:23 p.m.