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HomeMy WebLinkAboutAgenda - Mail Packet - 3/15/2022 - Memorandum From Teresa Roche Re: Materials For March 17, 2022 Council Ad Hoc City Manager Recruitement CommitteeHuman Resources Department 215 N. Mason, 2nd Floor Fort Collins, CO 80522 970.221.6535 DATE: March 10, 2022 TO: Mayor and City Councilmembers FROM: Teresa Roche, Human Resources RE: Materials for March 17 Council Ad Hoc City Manager Recruitment Committee _____________________________________________________________________ I hope all are well. Attached to this memo are: •The agenda for the March 17, 3:00 pm to 4:00 pm Zoom meeting for the Council Ad Hoc City Manager Recruitment Committee meeting. •The draft minutes from the January 24, February 18, and March 3 Ad Hoc Committee meetings. Any questions, please let me know. TR Human Resources 215 N. Mason Street Fort Collins, CO 80522 970.221.6535 AGENDA March 17, 2022 City Council Ad Hoc City Manager Selection Process Committee March 17, 2022 3:00 p.m. MDT Zoom Meeting +1 720 928 9299 Call-In Meeting ID: 929 1130 4201 https://fcgov.zoom.us/j/92911304201 This information is available in Spanish or other language at no cost to a person who would like this information translated to or communicated in Spanish or other language. Please call 416-4254 or email titlesix@fcgov.com to make a request for information in other languages. Esta información está disponible en español u otro idioma, sin costo para la persona que le gustaría esta información traducida o comunicada en español u otro idioma. Favor llame al 416-4254 o envíe un correo electrónico a titlesix@fcgov.com para solicitar información en otros idiomas. Auxiliary aids and services are available for persons with disabilities. TTY: please use 711 to call 970.416.4254. Committee Members: Mayor Jeni Arndt Councilmember Susan Gutowsky, District 1 Councilmember Shirley Peel, District 4 City Staff Members: Teresa Roche, Chief Human Resources Officer Carrie Daggett, City Attorney Amy Resseguie, Sr. Specialist, Communications Melanie Clark, Executive Administrative Assistant • Call Meeting to Order • Approve Minutes from January 24, 2022, February 18, 2022, and March 3, 2022 • Discussion Items: Debrief “Virtual Monday” and Preview Onsite Schedule • Adjournment Next Meeting: TBD There are three or more members of the City Council that will likely attend this meeting. Formal action may be taken by the Committee at this meeting, and the discussion of public business will occur. Therefore, the meeting is open to the public. Ad Hoc City Manager Selection Process Committee January 24, 2022, 2:00 p.m. – 3:30 p.m. MST Meeting Minutes Members in Attendance: Mayor Jeni Arndt; Councilmember Shirley Peel; Councilmember Susan Gutowsky; Teresa Roche, Chief Human Resources Officer; Carrie Daggett, City Attorney; Amy Resseguie, CPIO and Melanie Clark, Executive Administrative Assistant Additional Councilmembers in attendance: Councilmember Julie Pignataro Staff in attendance: Kyle Stannert Public in attendance: Kevin Jones; Emily Gallichotte; John Anderson; Julia Glanz; Casey Setash; Doug Henderson A meeting of the City Council Ad Hoc City Manager Selection Process Committee ("Committee") was held on Monday, January 24, 2022, virtually through a Zoom webinar. Agenda •Call Meeting to Order •Approve Minutes from September 21, 2021, Meeting •Discussion Items: o Review design and schedule for the March 9-11 onsite interview process o Review and decide on the communications plan •Adjournment Next Meeting: TBD The meeting began at 2:05 p.m. Councilmember Gutowsky moved to approve September 21 meeting minutes. Councilmember Peel seconded the motion. Teresa explained that on February 7, Council would be receiving materials submitted by the semi- finalists to SGR, including written responses to questions and videos to review in advance of the February 15 Executive Session. She asked if the Committee wants to stay with this timeline of having semi-finalists respond by February 1. Mayor Arndt stated that she is fine with the timeline if Council can come up with 16 semi-finalists. Mark suggested they see how tonight's Executive Session goes to determine the future timeline. Councilmember Pignataro asked if there were time limits on the videos and length restrictions on the written portion. Mark confirmed that both are limited. Four, up to four-minute videos and possibly ten pages written. Mayor Arndt asked if these are effective tools in helping decision-makers dial down the options. Mark confirmed that it is and allows folks to see a person's communication styles. Councilmember Gutowsky stated that she believes it is valuable that the Council can discuss after watching the videos and reading the written responses. Mark noted that Council would have the opportunity to discuss the semi-finalists. Councilmember Pignataro asked if Carrie could talk about when to have an Executive Session. Carrie explained that the process had been designed to allow Council to discuss candidates, but they will not make decisions in Executive Sessions. Mayor Arndt expressed a strong desire not to interview all candidates in the same room. She suggested having the forums online before the candidates are onsite. She wants to be intentional about the time the candidates are here. Mayor is more interested in how the candidates react to Council, City Staff, and socially and not to each other. Councilmember Peel shared her preference of having 1x1s or 2x1 with each candidate and not group interviews. She does like the idea of each candidate giving a presentation. Councilmember Gutowsky would like for Council to hear the information altogether. She does like the idea of the smaller group meet and greets. Councilmember Pignataro shared her support and stated that she would love to see 2x1 on a Saturday and walk downtown for coffee. Teresa reiterated that they would like to see virtual engagement in employee and public forums. Onsite would be Council engagement, ELT as appropriate, and maybe they will have the chance to tour the area. Mayor suggested the candidates come on a Thursday and have a reception with Council and ELT and key partners, and then Council could go to dinner with the candidates. The next day at City Hall with ELT, maybe 2x2s and a tour. Teresa shared the two types of tours. One with vans to take candidates on a city tour and an area tour provided by The Group to provide viewing of different neighborhoods and provide community information. Councilmember Pignataro wants to keep in mind the two Councilmembers that have day jobs and would like to see time in the evenings or on a Saturday. Councilmember Gutowsky suggested Councilmembers who can meet during business hours do so they do not have to pack the 2x1s all in one day on a Saturday. Mark suggested that it may also be good to build time for a debrief with Council between those who have interacted with the candidates. He explained that inviting the candidates' spouses and partners is not uncommon. Committee members felt very strongly about getting to know the candidates more socially over dinner and/or coffee. Carrie shared that traditionally there is an executive session interview process with each candidate and Council. She believes this is a critical step in the process. Teresa discussed having interview panels and explained the benefits of having them. She reiterated they would be done virtually ahead of the onsite interviews. The Committee agreed having them was a good idea. They discussed the best ways for Council to provide names for who they would like to see on the panels. Mayor requested staff create a schedule based on today's discussion and bring it back. Councilmember Gutowsky asked about the timeline. Mark stated that ideally, we would stick to March 9 because some candidates are involved in multiple searches. He explained that the serious candidates who want to be here would hold on a little longer. Teresa stated that the question development would need to be done this week. Mark will make copies of the questions to hand out tonight. Teresa questioned how the Ad Hoc Committee would like to develop the interview questions for the video and written questions. Committee members expressed a strong interest in reviewing a rough draft of the questions. Mark explained that semi-finalists would do the videos and interviews next, and a stage 1 media check would be done. Complete background checks (credit, criminal, civil, etc.) will be done when the finalists are selected. SGR does not provide the background check but will alert any red flags. Mark explained that references are done electronically, and eight is the minimum required. Mayor Arndt would like to see the Ad Hoc Committee occur more regularly. Other Committee members agreed. Councilmember Pignataro expressed concerns about deciding the finalists and making a resolution the same night as the finalists may need time to notify employers. Mark would be calling finalists immediately after that meeting. He also has informed candidates their names may become public when they become semi-finalists. He suggested Council could also wait for a regular meeting. Carrie shared that for Council to go into an Executive Session, they will need to adjourn during a regular meeting. The meeting adjourned 3:26 p.m. Ad Hoc City Manager Selection Process Committee February 18, 2022, 3:30 pm – 5:00 pm MST Meeting Minutes Members in Attendance: Mayor Jeni Arndt; Councilmember Shirley Peel; Councilmember Susan Gutowsky; Teresa Roche, Chief Human Resources Officer; Carrie Daggett, City Attorney; Amy Resseguie, Melanie Clark, Executive Administrative Assistant Members absent: Councilmember Peel Additional Councilmembers in attendance: Staff in attendance: Public in attendance: Emily Gallichotte, Kevin Jones A meeting of the City Council Ad Hoc City Manager Selection Process Committee (“Committee”) was held on Friday, February 18, 2022, virtually through a Zoom webinar. Agenda • Call Meeting to Order • Approve Minutes from January 21, 2022 • Discussion Items: o Discuss March 7 panelists and reception attendees o Discuss panel and forum preparation and interview questions o Provide an update on the March 24-26 onsite plans for the finalists • Adjournment Next Meeting: Thursday, March 3, 2022 The meeting began at 3:37 pm. Teresa called roll call. Councilmember Peel Absent Councilmember Gutowsky motioned to approve the minutes from January 21, 2022. Mayor Arndt seconded the motion. Teresa shared the list of panelist recommendations provided by Councilmembers. Mayor Arndt suggested they use everyone’s top two choices. If someone is not available, Teresa will move down the list to invite the third option. Teresa stated that when someone serves on a Board or Commission and is invited to participate in panel interviews, she needs to clarify that they are not representing the Board or Commission. Teresa shared the reception invite list provided by Councilmembers. Mayor Arndt stated that some people recommended couples and suggested that the single guests be invited first. Teresa said that she too had been asked if Council could bring their spouses. Mayor Arndt agreed that this would be fine. Teresa asked Carrie to share whether the reception would be open. Carrie stated if the reception is purely social, they would not need to open it to the public. Carrie will follow up with staff to ensure these details are worked out. Teresa shared that four coffee houses are willing to allow Council to use their space, which means the candidates would need to rotate. She stated that another option is to use a City facility such as City Hall. The decision was made to host the coffee times at City Hall. Mayor Arndt stated that she would like to use a local establishment for catering coffee and lunch instead of a chain. Teresa stated after coffee Council would convene to a Special Session to hear first-year plans. Teresa offered to meet with the panelists to get their feedback but was unsure of how involved Council wanted to be. She stated that she would meet with the panelists to co-create questions. The Committee agreed. Meeting adjourned at 4:20 pm. Ad Hoc City Manager Selection Process Committee March 3, 2022, 3:00 p.m. – 4:00 p.m. MST Meeting Minutes Members in Attendance: Mayor Jeni Arndt; Councilmember Shirley Peel; Councilmember Susan Gutowsky; Teresa Roche, Chief Human Resources Officer; Carrie Daggett, City Attorney; Amy Resseguie, CPIO, Melanie Clark, Executive Administrative Assistant Additional Councilmembers in attendance: Councilmember Julie Pignataro Staff in attendance: Kyle Stannert Public in attendance: Kevin Jones A meeting of the City Council Ad Hoc City Manager Selection Process Committee (“Committee”) was held on Thursday, March 3, 2022, virtually through a Zoom webinar. Agenda •Call Meeting to Order •Approve Minutes from February 3, 2022 •Discussion Items: o Update on progress for “March 7 Virtual Monday” and plans for the onsite interviews o Review and decide on the communications plan •Adjournment Next Meeting: TBD The meeting began at 3:01 p.m. Councilmember Gutowsky made a motion to approve the minutes. Councilmember Peel seconded the motion. Teresa provided an update on the Panel interviews. Councilmember Gutowsky asked for a refresh on the schedule, which Teresa provided. The Committee discussed whether Council would be allowed to observe the panels and/or forums. Councilmembers can observe either forum but are asked not to log in for the panel interviews. Councilmember Gutowsky expressed concern about not observing the panel interviews and asked if Council would receive a summary, which she would find very helpful. Teresa and Kyle will have debriefs with the panelists and provide Council information on March 26 regarding the feedback. They will also prepare a document with any follow-up questions submitted by panelists or forum participants. The Committee felt strongly about having a backup date for Council to decide who the finalist will be if they are not ready to decide on Saturday, March 26, 2022. A Special Council Meeting also needs to be scheduled for the afternoon of March 26, in the event Council is ready to make a resolution to name the finalist. Mayor Arndt expressed interest in serving on a team to negotiate the contract with whichever Councilmember wants to participate. Teresa needs to bring forward a resolution to make clear who will be in the lead to make the offer and negotiate the contract. Carrie Daggett is not able to be part of the contract negotiations, but an outside attorney will work with Teresa on the employment agreement. The meeting adjourned at 3:48 p.m.