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09-24-12 Workshop Meeting MinutesWORKSHOP MEETING SEPTEMBER 24, 2012 A Workshop Meeting of the City Commission of the City of Delray Beach, Florida, was called to order by Mayor Nelson S. McDuffie in the First Floor Conference Room at City Hall at 6:02 p.m., on Monday, September 24, 2012. Roll call showed: Present- Commissioner Thomas F. Carney, Jr. Commissioner Alson Jacquet Commissioner Adam Frankel Commissioner Angeleta E. Gray Mayor Nelson S. McDuffie Absent - Also present were - David T. Harden, City Manager Brian Shutt, City Attorney Kimberly Wynn, Agenda Coordinator Mayor McDuffie called the workshop meeting to order and announced that it had been called for the purpose of considering the following Items. WORKSHOP MEETING AGENDA 1. Discussion of City Manager Recruitment Process: Kurt Bressner, Florida City and County Management Association (FCCMA) and the International City /County Management Association (ICMA) Range Rider Coordinator provided a brief overview of his presentation. a. Review attributes report Mr. Bressner stated he had thirty -six (36) attributes listed in the report; the Commissioners identified thirteen (13) of those as being critical (which was not unusual). He stated that the critical attributes coupled with the important skills is what should be concentrated on for recruitment. Mr. Bressner stated that the City would be going through a significant turnover in staff, especially upper management within the next five years because of retirement. Mr. Bressner suggested that several expectations be met by the candidate. He discussed some of the key areas identified in the profile analysis. He also noted that the Commissioners requested a regular system of feedback. b. Review and approve draft of profile Mr. Bressner discussed the draft profile compiled by staff. He recommended that specificity with experience and education is included in the profile. Parameters should be set to streamline applications. For a community of this size and complexity a minimum of five to seven (5 -7) years' experience as a City Manager or in an Executive role is urged. Mr. Carney stated he does not want advanced degrees to be the only component. A Master's in Business Administration (MBA) or Master's in Public Administration (MPA) degree background should be considered in addition to experience. Mayor McDuffie stated there should be an educational base or relevant experience to apply; a well- rounded person is needed. Commission ensued in discussion on the educational requirements and desires. It was the consensus of the Commission that an MBA, MPA and /or relevant experience in the field was desired. Commission ensued in discussion on the required experience as a City Manager, CEO or related high -level in command position. Mr. Harden advised that the average tenure for a City Manager is five to seven (5 -7) years. The consensus of the Commission is to require five to seven (5 -7) years' experience. Mr. Bressner asked about background and if the ICMA Credentialed Manager would be a required component for recruitment. He explained the process to become a credentialed ICMA Manager. Mr. Carney explained why he did not want to include a requirement that would exclude otherwise qualified applicants. If an applicant possesses a certain skill or credentials he would volunteer that information. It was the consensus of the Commission that the ICMA Credentialed Manager was desired but not required. Mr. Bressner discussed what the Commissioners agreed was important for the City Manager to work on in their first year based on the attributes report. Mrs. Gray discussed the importance of having a City Manager that was experienced in community redevelopment. Mayor McDuffie stated that he agreed with all of the suggestions made by Mr. Bressner that are critical to select the right person as City Manager. c. Establish a salary range for the position advertisement Mr. Bressner stated that the salary range for City Managers was $117,000,00 - $187,000.00 for local municipalities. He advised that although the City of Boynton Beach was not in the backup, the salary was $165,000.00. Mr. Bressner advised that $117,000.00 is too low and would be a disservice to the City. Mrs. Gray recommended $165,000.00 - $180,000.00 as the salary range. Mr. Frankel asked how the salary range figure was derived. Mr. Bressner stated that an employer salary survey called PEPIE (Public Employers Personnel Information Exchange) was completed. 2 September 24, 2012 It was the consensus of the Commission that the starting salary would be advertised as $150,000.00 - $180,000.00. d. Finalize the procedure to advertise and timeline for applications to be accepted Mr. Bruce Koeser, Human Resources Director, discussed the procedure that would be used and the timeline that applications would be accepted. He explained that a summary of the applications received would be placed on a spreadsheet and sent to the Commissioners weekly for their review during the month of October. Mr. Bressner stated that once the application period closed, the Review Team would go through the applications. They would prepare the reviews and submit them to the HR Director who would tabulate the results and provide feedback. He advised that the Selection Review Team would include 2 -3 Range Riders or possibly an active City Manager and the Human Resources Director. Mr. Bressner discussed the process used in 1990 City Manager recruitment process. It was the consensus of the Commission that the presented recruitment process was acceptable. He recommended that the public engagement process be discussed at a later time. Mayor McDuffie asked about residency requirements. It was strongly recommended that the City Manager live within the City limits. Mr. Harden stated no residency requirement is in the Code of Ordinances, and he did not have a residency requirement when he was hired as City Manager. It was the consensus of the Commission that the new City Manager is required to reside in the City as part of their employment contract within 6-9 months. e. Discuss the timeline for Commission selection of interview finalists Mr. Bressner confirmed that the application window would close on October 31, 2012. The Selection Review Team would have recommendations back to the Human Resources Director before the end of the second week in November. Mr. Carney asked what the process is if there is a candidate that he considers to be qualified. Mr. Bressner stated that the Commissioners would have a meeting to discuss the recommended candidate. If Commission agreed, the finalist would be added to the list or would bump one of the finalists. He stated that the Mayor and Commissioners have the opportunity to present qualified candidates. £ Discuss funding for travel of candidates as required Mr. Bressner stated that the normal practice was for the City to pay for the travel of the selected finalists. September. 24, 2012 Mr. Harden suggested that the expectation be two to three (2 -3) finalists, five (5) at the most. Mr. Camey asked the anticipated number of applicants. Mr. Bressner stated that the draft profile would be ready before the end of the week. Mayor McDuffie adjourned the Workshop Meeting at 7:03 p.m. ATTEST: NLA,Y&J 01, .. . #!h tp Clerk The undersigned is the City Clerk of the City of Delray Beach, Florida, and the information provided herein is the Minutes of the Workshop Meeting of the City Commission held on Monday, September 24, 2012, which Minutes were formally approved and adopted by the City Commission on October 16, 2012. d I W1 ;r J 0-"Oe*6411 City Clerk NOTE TO READER: If the Minutes you have received are not completed as indicated above, this means they are not the official Minutes of the City Commission. They will become the official Minutes only after review and approval, which may involve amendments, additions or deletions to the Minutes as set forth above. 4 September 24, 2012