HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 10/05/2021 - RESOLUTION 2021-091 ADOPTING THE RECOMMENDATIONS O Agenda Item 16
Item # 16 Page 1
AGENDA ITEM SUMMARY October 5, 2021
City Council
STAFF
Teresa Roche, Chief Human Resources Officer
Melanie Clark, Executive Administrative Asst
Carrie Daggett, City Attorney
Jenny Lopez Filkins, Legal
SUBJECT
Resolution 2021-091 Adopting the Recommendations of the Council Committee Regarding the Recruitment
and Selection of a City Manager.
EXECUTIVE SUMMARY
The purpose of this item is to review and consider the ad hoc Council Committee’s recommendations
regarding the recruitment and selection of a City manager. Council will consider adoption of a plan and
schedule for City Manager recruitment and selection process.
STAFF RECOMMENDATION
Staff recommends adoption of the Resolution.
BACKGROUND / DISCUSSION
On August 4, 2021, Council appointed Kelly DiMartino in Resolution 2021-078 as the Interim City Manager due
to the resignation of City Manager Darin Atteberry effective August 20, 2021.
Council also adopted Resolution 2021-079 to create an ad hoc City Manager Selection
Process Committee (Committee) to work with staff to guide the recruitment and selection process of a City
Manager and make recommendations about the process to Council. The Committee met and their first action
was to review and discuss a recruitment and selection process and timeline. The Committee recommended
the milestones and schedule for the recruitment and selection process shown on the exhibit to the Resolution.
ATTACHMENTS
1. Ad Hoc Committee Minutes, September 21, 2021 (PDF)
2. Presentation to Ad Hoc Committee Meeting (PDF)
City Council Ad Hoc City Manager Selection Process Committee
September 21, 2021, 10:00 – 11:00 a.m.
Minutes
Members in attendance: Mayor Jeni Arndt; Councilmember Shirley Peel; Councilmember Susan
Gutowsky; Teresa Roche, Chief Human Resources Officer; Carrie Daggett, City Attorney; Melanie Clark,
Executive Administrative Assistant, Amy Resseguie, Communications and Public Involvement
Additional Councilmembers in attendance: Councilmember Kelly Ohlson
Staff in attendance: Kyle Stannert, Deputy City Manager
Public in Attendance: Kevin Jones
A meeting of the City Council Ad Hoc City Manager Selection Process Committee (“Committee”) was
held on Tuesday, September 21, 2021, virtually through a Zoom webinar.
Agenda
Call Meeting to Order Findings related to Ordinance Number 079, 2020
Selection of Ad Hoc Committee Chair
Public Comments (limited to approximately 2 minutes per speaker)
Discussion Items:
o Meet Mark McDaniel, Executive Recruiter, SGR
o Review critical milestones and recruitment and selection timeline
o Committee Next Steps
Adjournment
The meeting began at 10:07 a.m.
Teresa Roche, Chief Human Resources Officer, stated that she had conferred in advance of the meeting
with each member of the Committee and with the City Manager and City Attorney, and based on those
conversations, the meeting has been arranged to be held virtually in accordance with Ordinance
Number 070, 2020. She then noted the first item of business on the agenda, the selection of a
Committee Chair.
Councilmember Gutowsky nominated Mayor Arndt as Committee Chair. Councilmember Peel seconded
the motion.
Carrie Daggett, City Attorney, noted that although Councilmembers have been invited to participate in
the meetings, only Committee members should make motions and vote. She also stated that under
Ordinance No. 070, 2020, for virtual meetings, votes must be taken by roll call
Mayor Arndt accepted the nomination.
Those in favor of the motion: Councilmember Gutowsky, Mayor Arndt, Councilmember Peel.
Teresa Roche asked for any public comments. Kevin Jones was the only member of the public to join the
call, and he stated that he would only be listening and did not want to make any comments.
ATTACHMENT 1
Mark McDaniel, Senior Vice President, SGR, introduced himself to the committee and shared his
background information.
Committee members Mayor Arndt, Councilmember Gutowsky, and Councilmember Peel introduced and
shared background information about themselves.
Councilmember Ohlson introduced himself.
Teresa stated that after having preliminary interviews with all members of the Council that all want to
hire the best leader for the City of Fort Collins. Several have stated that it is the most important action
they will take during this Council term. Another comment that emerged was to use this process as an
opportunity to elevate the broader community’s understanding of the role of the City Manager, as well
as utilizing this as an opportunity for the Council to unite in a shared vision of what is important in a City
Manager as they look to the future of the community.
Mark started out stating that given the reputation that Fort Collins has and the quality of life it offers, he
believes Fort Collins will attract stellar candidates from all over the nation. Mark looks forward to being
onsite and learning more about the hopes and dreams for hiring this individual.
Mark went through the plan and explained that the dates are loose, and scheduling will be done within
the timing of Council meetings and takes into consideration the upcoming holidays.
Mayor Arndt wants to make sure that we cast a broad net and not just market to assistant city
managers. She explained that the pay might not be as competitive as the private sector, but we would
like a visionary.
Councilmember Gutowsky stated that she wants to make sure that Council will get an opportunity to
approve any language drafted for applications and advertisements before it is published. Mark
confirmed that drafts would be sent to the Ad Hoc Committee before going to Council for final approval.
The Committee discussed 1x1s between Mark and each Councilmember and several external and
internal stakeholder group meetings. Several committee members expressed interest in
Councilmembers having an open invitation to all listening sessions that the recruiter will facilitate.
Teresa stated that a summary of themes from all the sessions held would also be provided for Council
review.
Teresa and Mark talked about different ways to engage the broader community. They shared an update
on a system used previously for Town Halls to engage with community members via phone/text for
anyone who pre-registered to gain more community participation.
Mayor Arndt expressed concern that folks may start to get participation fatigue with too much outreach.
Amy Resseguie, Senior Specialist, Communications, stated that this is something to be aware of and that
she believes the timing will work out.
Councilmember Ohlson expressed concerns about elevating the role of the City Manager and noted the
importance of keeping in mind that the Mayor and Council lead the City, and it is up to the officials to be
the leaders of Fort Collins and not the City Manager. He noted that the Committee needs to be sure that
all groups are on equal footing.
Councilmember Ohlson wanted to clarify that Councilmembers are looking for the best leader for the
City organization and not the community. Teresa reread the statements acknowledging his points and
shared that some Councilmembers expressed the belief that this process is a way to help educate the
community.
Mark continued going through the plan and stated that the position would be open for 30 days once the
job was posted. He explained that the application is an online process where applicants will answer
minimum qualification questions. Councilmembers will receive a list of all applicants and will see them
in groups that do not meet requirements, those that meet some requirements, or those that meet all
requirements.
Councilmember Gutowsky asked if minimum requirements would be provided. Mark confirmed they
would be and explained that all minimum qualifications would be included in all advertisements and
provided to Councilmembers.
Mark explained that once the semifinalists are chosen, Councilmembers will receive a packet that
includes links for reviewing the candidates.
Mayor Arndt questioned if any social media checks are included in the comprehensive background
checks. Mark confirmed they would be and stated that the background checking is a two-stage process.
He further explained that semifinalists would also be required to submit a first-year game plan in
writing.
Mayor Arndt stated that she has heard great feedback and knows that there is a robust interest in
selecting the next City Manager, and this will take a lot of time.
Councilmember Gutowsky asked if the process would be entirely virtual. Mark explained that the plan is
semifinalists would be brought in for face-to-face interviews.
Councilmember Gutowsky stated that a venue was set up with past interviews where staff could meet
semifinalists and their spouses. She would like to see this occur with this recruitment.
Committee members approved the plan and timeline.
Teresa thanked Mark and the Committee for being engaged in the conversation.
The meeting adjourned at 11:03 a.m.
Presented by:City Council Ad Hoc City Manager Selection Process CommitteeSeptember 21, 2021Teresa RocheChief Human Resources OfficerATTACHMENT 2
“I want to note for the record that because a chair has not yet been selected for the Committee, I conferred individually with each Committee memberand have also conferred with the City Manager and the City Attorney about the requirements for meeting remotely and on that basis, have organized this meeting of the Committee as a remote meeting because meeting in person would not be prudent for some or all persons due to a public health emergency.”2Virtual Meeting
•Call Meeting to Order Findings related to Ordinance Number 079, 2020:1. Has the Mayor consulted with the City Manager and City Attorney about conducting this meeting usingremotetechnology?2. If so, does the Mayor determine that the meeting with all ad hoc committee Councilmembers present in personwouldnot be prudent for some or all persons due to a public health emergency?•Selection of Ad Hoc Committee Chair•Public Comments (limited to approximately 2 minutes per speaker)•Discussion Items:•Meet Mark McDaniel, Executive Recruiter, SGR•Review critical milestones and recruitment and selection timeline; please this will be shared at the meeting•Committee Next Steps•AdjournmentNext Meeting: TBD3AGENDA
•Hire the best leader for the City of Fort Collins• Elevate the broader community’s understanding of the role of the City Manager•Utilize the recruitment process as a unifying experience for the Council4Intentions for Recruitment of the City Manager
Review of the Recruitment Timeline
•North College Business Association•BIPOC•Hispanic Coalition•Environmental organizations•Natural areas and open spaces organizations•Non-profit organizations•Small business community•Major employers: Woodward, New Belgium•PSD•Joyce McConnell, CSU•Kevin Unger, UC Health and Margo Karsten, Banner Health•Fort Collins Chamber of Commerce•Larimer County•General community members•Direct reports and employees6Engagement Listening Sessions
-1-
RESOLUTION 2021-091
OF THE COUNCIL OF THE CITY OF FORT COLLINS
ADOPTING THE RECOMMENDATIONS OF THE COUNCIL COMMITTEE
REGARDING THE RECRUITMENT AND SELECTION OF A CITY MANAGER
WHEREAS, on July 8, 2021, City Manager Darin Atteberry notified the City Council
of his intent to resign from his employment as City Manager effective August 20, 2021; and
WHEREAS, the City Council desires to move forward with the planning and
scheduling of the process for recruitment, selection, and appointment of a new City Manager;
and
WHEREAS, on August 4, 2021, the City Council approved Resolution 2021-
079 appointing certain Councilmembers to serve as the ad hoc City Manager Selection Process
Committee (“Committee”) to make recommendations to the City Council regarding the
position announcement, a formal plan, schedule and other related matters for the recruitment
and selection process; and
WHEREAS, after conducting a procurement process, City staff retained the services
of a qualified search firm with experience recruiting a City Manager; and
WHEREAS, on September 21, 2021, the Committee met and discussed a plan and
schedule for the City Manager recruitment and selection process; and
WHEREAS, the Committee recommended a plan and schedule for the recruitment
and selection process, presented for consideration and adoption by the Council; and
WHEREAS, City Council desires to review the plan and schedule recommended by the
Committee and adopt a plan and schedule to guide the process for City Manager recruitment and
selection.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
FORT COLLINS as follows:
Section 1. That the City Council hereby makes and adopts the determinations and
findings contained in the recitals set forth above.
Section 2. That the City Council hereby approves the detailed plan and target
schedule for the recruitment and selection of the City Manager as described on Exhibit “A”
attached hereto and incorporated herein by reference.
-2-
Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 5th
day of October, A.D. 2020.
____________________________________
Mayor
ATTEST:
_______________________________
Interim City Clerk
MilestoneWho WhenNotesCouncil Schedule Deliverables1. Select recruitment firmTeresa Roche/City Purchasing Dept.September, 2021CompletedContract signed2. Meeting with City Council Ad Hoc Search Committee to discuss and develop recommended plan for key stakeholder and group listening sessionsCity Council Ad Hoc Search Committee/ Teresa Roche/RecruiterMid/late September, 20219/21/2021 ‐ consider one‐on‐ones, face‐to‐face in small groups, virtual or hybrid listening sessions, open air settings, electronic town hall, etc. formatsConsensus on recommended plan for key stakeholder and group listening sessions by consensus3. Presentation of recommended plan to Council/plan approvalCity Council/City Council Ad Hoc Search Committee/ Teresa RocheLate September, 2021Need to identify names and secure CPIO help with communications for general public sessionsOctober 5th Regular City Council MeetingApproved plan for key stakeholder and group listening sessions4. Facilitate interviews with key stakeholders and group listening sessionsRecruiter/recruitment firm/City staffLate October/early November, 2021Options for 6 days: October 22‐30, November 10‐23City Council one‐on‐one meetings with recruiter scheduled during week chosenSummary of key themes from listening sessions5. Development of position profile/recruitmentbrochure for Council approvalRecruitment firm/City staff Early November, 2021SGR will draft language, City staff will publish draft, SGR/City staff will jointly approve final draft‐‐does Ad Hoc City Council Search Committee want to review before full City Council?6. Approval of position profile/recruitment brochureCity CouncilEarly November, 2021 Need tentative meeting dateNovember 16th Regular City Council MeetingApproved position profile/ recruitment brochure7. Advertising and marketing, proactive communication/outreach with applicants and prospects Recruiter/recruitment firmNovember/early December, 2021This period will last at least 30 days, the City will have an opportunity to approve and edit the list of agencies, organizations, social media, etc. that is used for outreach ‐recruiter will also conduct significant personal outreach ‐timing needs to take into account holidaysEXHIBIT A
8. Application deadline and first review/initial ranking of candidatesRecruiterMid‐December, 2021A full list of all candidates will be provided at time of briefing ‐ timing needs to take into account holidays9. Briefing to Council Ad Hoc Subcommittee to facilitate selection of recommended semifinalists (all candidates included)Recruiter facilitates briefing, City Council Ad Hoc Search Committee recommends list of semifinalists to entire City CouncilLate December, 2021Recuiter will triage the list of candidates, at which time candidate information will be provided ‐ at this early stage, no hard copy information or paperwork is shared ‐ need tentative date for meeting, timing needs to take into account holidaysExecutive session City Council Ad Hoc Committee meeting scheduled late DecemberConsensus to recommend approximately 12 semifinalists in exective session10. Selection of semifinalists by City CouncilCity CouncilEarly January, 2022Need tentative meeting date ‐timing needs to take into account holidaysJanuary 4th City Council executive sessionApproval of approximately 12 semifinalists in exective session by consensus11. Delivery of semifinalist briefing materials/online interview links to entire City Council for advance review• Written questionnaires• Recorded online interviews• Communication of any stage 1 media searches 12. Briefing to Council Ad Hoc Search Committee to facilitate selection of recommended finalistsRecruiter facilitates briefing, City Council Ad Hoc Search Committee recommends list of finalists Mid January, 2022Responses to written questions, video interviews and stage 1 media searches will be shared with the City in advance of this meeting ‐ need tentative date for meetingExecutive session Ad Hoc City Council Committee meeting scheduled in January Consensus to recommend approximately 5 semifinalists in exective session13. Selection of finalists by City CouncilCity CouncilEarly February, 2022 Need tentative meeting dateFebruary 1st City Council executive sessionApproval of approximately 5 semifinalists in exective session by consensusCity will have an opportunity to review, edit and approve 10 questions for written questionnaire ‐ 4 questions, or some variation of them, will be chosen by City from a list of recommended questions for the online interviewsRecruiter/recruitment firm/Teresa RocheMid January, 2022EXHIBIT A
14. Evaluation of finalists ‐ comprehensive background investigation reports and references, DiSC profile assessment, first‐year written game plan from candidateRecruiter prepares report for City Council Ad Hoc Search Committee reviewLate February, 202215. Develop/recommend plan for finalist interview process to include Mayor/City Council interviews, executive staff interview panel, community and employee forums, one‐on ones, etc. City Council Ad Hoc Search Committee/ Teresa Roche/recruiterLate February, 2022Need tentative meeting dateExecutive session ad hoc committee meeting scheduled in February Consensus to recommend plan for finalist interview process16. Approval of finalist interview processCity CouncilFebruary, 2022 Need tentative meeting dateFebruary 22 Work Session to include a Council executive sessionApproval of plan for finalist interview process17. Finalist interview processTBD contingent upon item 16 aboveMarch, 2022TBD18. Selection of lone finalist City CouncilApril, 2022TBDCity Council executive session in April, 2022Selection of lone finalist and commencement of negotiation of hiring terms19. Negotiations and hiring process/use external counsel for contractRecruiter will bring lone finalists request for terms and conditions before City Council for considerationApril, 2022City Council Ad Hoc Search Committee/other CouncilmembersAmazing hire!Note: This timeline is a general estimate of when noted activies will occur, adustments may be necessary due to availability of participants, the holidays, and any changes in the overall process.EXHIBIT A