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Minutes - 02/09/1998 Workshop COUNCIL WORKSHOP MINUTES FEBRUARY 9, 1998 Tape Reading 0031 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, FEBRUARY 9,1998. CONVENED. The Council met in a workshop session at 6:08 p.m. with Mayor Kirksey presiding. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer Jennings Pugh Sifuentez Present Present Present Present (6:22 pm) Present Present Present (6:24 pm) Staff Present: City Administrator Childs, City Attorney Shields, Public Works Director Tiwari, Community Development Director Goeckritz, Finance Director Gillespie, Police Chief Wright, Recreation & Park Director Westrick, City Recorder Tennant 0040 Administrator Childs stated that the purpose of this meeting was to discuss alternatives in securing the services of a professional manager during the interim period while the recruitment process is in place to hire a new full-time Administrator. Dick Townsend, Executive Director for the League of Oregon Cities, reviewed the following options available to the City: 1) hire a professional manager for the interim period (an individual who is retired or in-between jobs); 2) designate an individual or City management team for the interim period; or 3) Council designate an interim manager such as the Mayor or a Councilor. An interim manager should possess the ability to communicate with the governing body, staff, and the general public; the ability to take direction; and have a background in municipal government or strong management skills. Councilor Figley questioned the League's procedure in assisting a city with the hiring of an interim administrator. She expressed her opinion that hiring an interim would give the City an opportunity to get a few months work from someone who Can function as both an interim administrator and a consultant giving the City an outside perspective of our operations.. Mr. Townsend stated that he does have a list of individuals who have served as interim administrators in the past but it is unknown as to the availability of those individuals. He provided the Council with a list of possible interim administrators, however, the City would have to contact these individuals to check on availability, to interview individuals for the position, and then negotiate with the top candidate the employment conditions. He stated that candidates have different skills and it is necessary to look for an individual with the qualifications that best meet Page I - Council Workshop Minutes, February 9,1998 T ._...<.__.,,~ -, COUNCIL WORKSHOP MINUTES FEBRUARY 9, 1998 the City's needs during the interim period, Councilor Jennings stated that the City Charter addresses the appointment of an administrator pro-tem and, in his opinion, the Charter prohibits the management team concept. He does agree with the hiring of a interim manager rather than appointing from within the City's organization. He also stated that the City would need to complete the recruitment process within 8 months. Mr. Townsend stated that the recruitment process would take at least 3.5 months from the time that the advertisement is placed to when selection is made plus up to an additional 4 weeks for the new administrator to begin work for the City. He reminded the Council that they could do the recruitment of a new administrator in-house rather than utilizing other professional recruitment firms, however, the use of a recruitment firm is advantageous in getting a broader selection of qualified applicants and in completing background checks. In regards to the process for hiring a new full-time Administrator, the Council would need to come to a consensus and understanding as to what they are looking for in a new Administrator. The next step is to formulate a profile which lists the quality and characteristics the Council would like to see in an Administrator. The profile is used to develop advertisements, provide criteria in the selection and interview process, and in completing background checks. He briefly reviewed the differences between contracting with the League for the recruitment process versus a recruitment firm. He stated that the League will screen all applications and will recommend top candidates to the Council for further review. The Council will then screen those applications and background checks will be completed by the League on selected applicants. The Council conducts the interviews and selects a new Administrator. On the other hand, a recruitment firm has a larger field of applicants to recruit from and they would provide the City with a more select group of qualified candidates. Recruitment firms include Waldron Resources, Ralph Anderson & Associates, and Murray & Associates. In regards to fees, Mr. Townsend stated that the League would charge the City $3,800 for the recruitment service which would include 4 background checks. Additional background checks would cost $250 each and the fee does not include costs for advertisements. 0660 Paul Koch, Waldron Resources, stated that he had served as interim manager in Mt. Angel for 9 months, however, he is now working full-time for Waldron Resources in the placement of temporary management staff and recruitment of full-time management staff. He stated that he has had extensive experience in city management which enables him to more closely identify the needs of city government. As an organization, they focus on the needs of the client and work with the client in a collaborative sense to secure a pool of applicants that would meet a pre- defined profile. John Deller, Waldron Resources, briefly reviewed his credentials and stated that Waldron Resources had opened a Held office in Portland about a year ago. The main oftice is located in Seattle, Washington. If the City selects Waldron Resources to recruit an interim and/or full-time administrator, Paul Koch would be the lead person on this project since his background is in city management but he will be available to assist Mr. Koch with this project. Paul Koch distributed copies of proposals for the placement of an interim administrator and/or recruitment of a full-time administrator. In regards to the placement of an interim administrator, Page 2 - Council Workshop Minutes, February 9, 1998 T" ~-". '-'"'~.'~'."-"'.,-". - - COUNCIL WORKSHOP MINUTES FEBRUARY 9, 1998 he stated that he would work with the Council to develop a profile and they would pre-screen candidates for the Council. The Council would interview potential candidates and select the individual to fill the interim position. The interim administrator is on the payroll for Waldron Resources, therefore, the City pays Waldron an hourly amount to cover wages, benefits, and administrative costs. The hourly rate is a combination of the mid-point of the existing salary range plus 35% and the cost to the City is only for actual hours worked. It was noted that an advantage in hiring an interim administrator is in being exposed to new ideas and methods of accomplishing tasks. In regards to their proposal for recruitment of a full-time administrator, Mr. Koch stated that they would be evaluating the City's needs, conducting private interviews with the Council and any other individuals the Council feels should be interviewed, complete a position specification, and complete a salary survey. The information would be compiled and sent to names within their database that may be interested in the position. Areas of advertising include professional newsletters and the internet. The top 20-30 candidates receive supplemental questionnaires in which Waldron Resources will evaluate. Following an evaluation ofthe questionnaires with the Council, the Council will decide on on the number of individuals to interview with the top 4-6 candidates having an extensive background check conducted by Waldron Resources. Their firm would then assist the Council in completing the employment offer and contract. 1294 In summary, Mr. Koch stated that the fee for this service is $12,500 plus expenses. He reiterated that the main reasons for utilizing their program to get the best candidate include: 1) the experience of Waldron Resources and the team assembled to assist and coach the Council through the process; 2) their experience in listening to Council members in all of the places they have worked; 3) important to select the right person to lead the organization; 4) Waldron Resources provides a two year guarantee in that if the candidate selected does not work out within the first two years, Waldron will do the next recruitment process at no charge to the City; 5) their networking capabilities; and 6) they focus on the relationship with the Council and the community. Mayor Kirksey requested clarification of the rates charged by Waldron Resources for an interim manager. Mr. Koch stated that the interim manager is on the payroll for Waldron Resources and the City pays Waldron Resources an hourly rate for the manager plus 35% , and the City is billed every two weeks for those costs. 1400 The workshop concluded at 6:53 p.m.. . 7 " APPROVED ,/ /:'n~' / f1(~;_~1 , /J J -----. ~./ NANCY A. KIRKSEY, MAYOR ATTEST ~~ iY~ Mary Te ant, Recorder City of Woodburn, Oregon Page 3 - Council Workshop Minutes, February 9,1998 T- ,-- "'-"-~-"'----'T'-~--".......--._.,._~-~"..,-_.-~---~._..~,^..--------~ .- - -'"..--.,.