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Minutes - 03/09/1998 Workshop -, COUNCIL WORKSHOP MINUTES MARCH 9, 1998 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, MARCH 9, 1998. CONVENED. The Council met in a workshop session at 6:00 p.m. with Mayor Kirksey presiding. 0007 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer Jennings Pugh Sifuentez Present Present Present Present Present Present Present Staff Present: City Administrator Walton, Recreation & Park Director Westrick, City Recorder Tennant 0020 Mayor Kirksey stated that the purpose of this workshop was to meet with representatives of firms specializing in the recruitment of executive managers. Administrator Walton distributed copies of proposals from Waldron Resources, David M. Griffith & Assoc., and the Oldani Group. 0030 Paul Koch, Vice President of Waldron Resources, reviewed his firm's proposal which includes recruitment of qualified applicants, initial screening of applicants, setting up interviews, background checks, and the final selection process. He stated that his firm's specialty is to work with the City to identify the skills, attributes, and personality traits that result in the selection of a new Administrator. The proposed fee for their service is $12,500 plus expenses and they do provide a 2 year guarantee. In the event the Administrator does not work out, they will assist the City in finding a replacement at no extra charge. The process they follow is to initially meet with the Council and any other designated individuals to review the current position description and, if applicable, make recommendations for changes, A current salary survey would be conducted to make sure that the salary range is appropriate, A time table would be established for the process and they will provide regular updates to the designated contact person within the City's organization. In regards to interview questions, they will work with the Council to develop questions to be asked of each applicant. The Council can select either a regional or national recruitment process and they will do all advertising and contacting of individuals. Page I - Council Workshop Minutes, March 9,1998 'Or .... ,.~-~_._-_._-~"_.". ..--.......,.. .". COUNCIL WORKSHOP MINUTES MARCH 9, 1998 TAPE READING Administrator Walton questioned if Waldron Resources would be willing to place a cap on expenses since these costs are in addition to the professional service fee. Mr. Koch stated that they would be willing to negotiate a cap for expenses. He stated that his firm would anticipate a 90-120 day process to recruit and hire an individual. However, it may be another 30 days before the Administrator is able to report to work. Brief discussion was held regarding the recruitment area and it was the consensus of the Council to look in the Northwest and Northern California since these areas share common problems with Oregon, Mr. Koch stated that, at the time the City was recruiting for an interim Administrator, there were individuals on the data base that were very interested in looking at applying for the City's full-time position. He feels that there are a large number of City Managers that are looking to move to Oregon. 0300 Administrator Walton briefly reviewed the Oldani Group proposal which involves a professional fee of $16,500 plus estimated expenses and they do have a 2 year guarantee. He stated that this is a well respected firm out of Bellevue, Washington, and they estimate that it will take 120 days to hire an Administrator.. Councilor Pugh questioned the fee proposed to be charged to the City in the event an individual from within the City's organization is selected for the City Administrator's position, It was noted that the fee for the Administrator would be the full charge for whoever is selected even if they are currently employed by the City. 0406 Mike Casey, David M, Griffith & Assoc" stated that their nationwide firm specializing in public sector recruitments. They have done a lot of work in the Northwest with recent recruitments for the City of Eugene and they are currently working with the City of Ashland. If selected, they will interview the Council on issues facing the City and find out what kind of individual the Council would like to have as their next Administrator. They would talk individually to Councilors and to the Council as a whole then bring back a profile for consideration. An advertising campaign would begin based on the Council's desire for a regional or national recruitment. In identifying candidates, they utilize professional publications, brochures, and they have a web page. They would give the Council a recommended list of candidates and would assist the Council in evaluating candidates, Background checks are completed on top candidates for the position. In regards to the interview process, they will assist the Council in developing standard questions to ask each candidate or they will assist in setting up an assessment center. They will also assist in final negotiations with the individual selected for the position. Page 2 - Council Workshop Minutes, March 9,1998 .. --.---.--....,.--.-- 111 t -'''-.'-'-'-''- ~ COUNCIL WORKSHOP MINUTES MARCH 9, 1998 TAPE READING D, M. Griffith & Assoc. offers a I year guarantee. He also stated that they prefer to have 60-90 days to advertise for the position. He reiterated that their firm has had considerable experience in recruiting management positions in Oregon. Administrator Walton questioned if the assessment center is included in the basic fee. Mr. Casey stated that it would be included in the basic fee if the Council desired to use this method rather than an interview panel. In regards to expenses, they charge actual expenses and propose a $5,900 cap on expenses, For this position, most candidates would be from the Northwest and West Coast, however, the Willamette Valley is a very desirable location for management personnel to look for job opportunities. 0760 Administrator Waldron stated that the Oldani Group had indicated that a representative would be in attendance at this meeting, however, the individual has not shown up as of this time. Therefore, he briefly reviewed the proposal fee of$16,500 with no limit on expenses, The estimated time frame for completing the recruitment process is 90-100 days. Administrator Walton stated that he is familiar with the assessment center process and expressed his opinion that the assessment process works very well since it puts candidates through a series of exercises to see how they respond in a variety of situations, Brief discussion was held regarding the City's obligation to pay the professional services fee in the event a current City employee is hired as City Administrator. Administrator Walton stated that once the contract is signed, the City is obligated to pay the agreed upon fees. If a current City employee wants to apply for the job, the individual would apply through the recruitment firm. The Council could instruct the recruitment firm to include the City employee on the list of candidates to be interviewed. Administrator Walton summarized the costs for professional services, guarantees, caps on expenses, and time frame for the recruitment process. It was the consensus of the Council to limit the recruitment area in order to control the cost of expenses which are in addition to the professional fees. It was also noted that the use of a professional firm may cost substantially more than an in-house recruitment but a professional firm is experienced in recruiting and selecting high-quality candidates to be interviewed by the Council. Page 3 - Council Workshop Minutes, March 9,1998 "'III I -.-......-^-- ~ COUNCIL WORKSHOP MINUTES MARCH 9, 1998 TAPE READING Brief discussion was also held on the issue of compensation. Councilor Jennings stated that in order to get top candidates the City may need to adjust the salary range for the Administrator. Councilor Figley stated that the Council needs to put their expectations up front with the candidates at the interview stage. Councilor Pugh expressed his opinion that the utilization of a professional recruitment service is money well-spent by the City. Several of the Councilors stated that they were comfortable with the proposal submitted by Waldron Resources. 1504 The workshop concluded at 6:54 p.m.. APPROVED < >' ' / . NANCY A. ATTEST ~ ~a-+ . ary~ant, Recorder City of Woodburn, Oregon Page 4 - Council Workshop Minutes, March 9, 1998 .-.,_...~""-_._-,,..~- -. . '"--."_..---_.,,--.~