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HomeMy WebLinkAboutMemo - Mail Packet - 3/3/2020 - Memorandum From Teresa Roche Re: Update On Chief Judge Recruitment ProcessHuman Resources 215 N. Mason Street 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6535 Date: February 27, 2020 To: Mayor Troxell and Councilmembers From: Teresa Roche, Chief Human Resources Officer CC: Darin Atteberry, City Manager Kelly DiMartino, Deputy City Manager RE: Update on Chief Judge Recruitment Process Executive Summary The purpose of this memo is to provide a copy of the March 2, 2020 ad hoc committee agenda and related materials. Recommendation is to submit a resolution for Council’s Consent Agenda on March 17 adopting the recommendations of the council committee regarding the recruitment and selection of a Chief Judge. Highlights Attached is the following for your review: • Agenda for March 2 ad hoc committee meeting from 11:00 to noon. • Draft minutes from December 31, 2019 ad hoc committee meeting. • Draft resolution adopting the recommendations of the council committee regarding the recruitment and selection of a Chief Judge. • Exhibit A: one-page high level recommended timeline with Council action highlighted in bold. • Detailed recommended timeline with specific information on all actions. As always, any questions or comments are welcome. TR Human Resources Department 215 N. Mason, 2nd Floor PO Box 580 Fort Collins, CO 80522 AGENDA Chief Judge Recruitment Ad Hoc Council Committee March 2 11:00 to Noon City Manager’s Conference Room, City Hall, 300 Laporte Ave, Fort Collins, CO 80521 and WebEx Available: 1-720-650-7664 Access code: 800 208 274 Committee Members: Mayor Wade Troxell Mayor Pro Tem Kristin Stephens Councilmember Susan Gutowsky, District 1 City Staff Members: Teresa Roche, Chief Human Resources Officer Catherine MacGowan, Human Resources Business Partner for Judicial Services Jenny Lopez Filkins, Senior Assistant City Attorney Lynda Byrnes, Human Resources • Call Meeting to Order o Approve minutes from December 31, 2019 meeting o Review today’s agenda • Public Comments (limited to approximately 2 minutes per speaker) • Discussion Items: o Review and recommend recruitment timeline o Review and recommend finalists’ interview “hold” dates and outline o Review and recommend resolution o Review and recommend Assistant Municipal Judge reappointment plan Next Meeting: March 19 8:00 to 10:00am City Hall Commons Conference Room There are three or more members of City Council that may attend this meeting. While no formal action will be taken by the Council at this meeting, the discussion of public business will occur, and the meeting is open to the public. Chief Judge Recruitment Ad Hoc Council Committee December 31, 2019 8:00 am to 9:30 am Minutes Members in Attendance: Mayor Wade Troxell, Mayor Pro Tem Kristin Stephens, Teresa Roche, Chief Human Resources Officer, Jenny Lopez Filkins, Senior Asst. City Attorney, Jeanne Sanford, Paralegal, Catherine MacGowan, HR Benefits Partner. A meeting of Chief Judge Recruitment Ad Hoc Council Committee (“Committee”) was held on Tuesday, December 31, 2019, at 8:00 am in the City Manager’s Commons Conference Room. Agenda: 1. Call Meeting to Order a. Review purpose and expectations of this ad hoc committee 2. Public Comments (limited to approximately 2 minutes per speaker) 3. Discussion items: a. Align on approach and desired outcomes for ad hoc committee b. Outline an action plan and timeline c. Review and recommend an external search firm d. Review draft position description 4. Adjournment. Mayor Pro Tem Stephens participated by phone. Mayor Troxell called the meeting to order at 8:10 a.m. Mayor Troxell discussed the need to fill the position of Chief Judge due the retirement of the current chief judge and this committee being formed to help with that process and bring a candidate to the Council. It was noted Chief Judge Lane has been in her position for 34 years. Teresa Roche discussed the agenda. Purpose: Recommend a formal plan and schedule for Chief Judge recruitment and selection. Outcome: New Chief Judge in role by June 1, 2020. Start date for new hire: June 1. Chief Judge last day is July 3P . Draft recruitment and timeline discussed. Ms. Roche discussed efforts to gain insights from the city attorney; Ms. Roche also contacted the cities of Greeley, Westminster and Lakewood who all recently hired or are currently hiring chief judges. All hiring went internal – no search firms used. Ms. Roche discussed a City RFP to retain an executive search firm for high level City positions, which took place in December 2019. As a result of that process, three search firms were selected. Only one firm has done a judicial hire in the past. The Committee discussed the pros and cons of using an outside search firm. Mayor Pro Tem Stephens felt using search firm was valuable and provided services that help capture the values we want in a candidate. Ms. Stephens said she leans toward using such a firm. Mayor Troxell agreed as it does reduce risk but wanted more information about why an outside search firm is necessary to fill this position. The Committee discussed the three search firms currently being contemplated, all of whom understand the public sector and Council-manager governments. Search will be state-wide target market (not national). Mayor Troxell indicated he would like more information before deciding whether to use a search firm to fill this position. Ms. Roche posed another question to the Committee: As was done when the Chief of Police was hired, there were meetings between the key stakeholders in the community to see what they felt were important qualifications for this position. The Committee may need to have some of those conversations here. The internal meetings would include City Councilmembers, Carrie Daggett, Darin Atteberry and Kathleen Lane. The Committee agreed on 1x1 meetings to gather input. External key stakeholders identified: o Citizen Review Board o Human Relations Commission o Non-profits re: homelessness issue, juvenile cases o Kim Medina, local Immigration attorney o List of individuals from Patty Netherton (waiting on that). Ms. Lopez Filkins noted the open meetings law that may apply to meetings that include more than two City Councilmembers. The Committee will discuss meeting schedule at a later date. Timeline for recruitment and screening was discussed with February 15 as the target date for posting or advertising the position opening. • Candidate evaluation and screening by February 28. • Recommendation of candidates by March 13. • Interviewing and selection process completed by April 30. • Appointment of candidate by May 8 and start date of June 1. • Onboarding and transition with incumbent by July 3. Ms. Roche discussed keeping Council informed along this process. She would prepare an update with actions that need Council input. Mayor Troxell added that if more involvement was needed from Council, then we can adjust. The Committee discussed the candidate pool and timing of such to keep Council informed. Mayor Pro Tem Stephens stated the Committee may need an in-between step to see the bigger pool of candidates rather than just the last few. Teresa Roche stated that objective may be accomplished through this Ad Hoc Committee. Catherine MacGowan discussed the process of hiring and there may come a time in the selection process when the identity of the candidates applying for the position will need to be made public. Candidates will likely be made aware of this situation if they are still employed at the time of the interviewing and want to keep that private. They will have to make a choice at that point. Teresa Roche noted she did a draft of a position description which was included in the Council packet. The Committee discussed the draft and stated it was a good place to start. May want to expand on and add cultural competency. Also considered was working with the student population in situations such as nuisance, the stadium and rental issue charges. The Committee discussed whether and how much to engage Kathleen Lane in this hiring process. While it may be beneficial to draw from her insight and expertise, the Committee agreed that it may be best to engage Judge Lane as needed in this process. Another person important to engage in this process would be Patty Netherton as she plays a critical role in the day to day operations and pressures of Municipal Court. Meeting adjourned at 9:53 am. -1- RESOLUTION 2020-XXX OF THE COUNCIL OF THE CITY OF FORT COLLINS ADOPTING THE RECOMMENDATIONS OF THE COUNCIL COMMITTEE REGARDING THE RECRUITMENT AND SELECTION OF A CHIEF JUDGE WHEREAS, on October 18, 2019, Chief Judge Kathleen Lane notified the City Council of her intent to retire from her employment as Chief Judge effective July 3, 2020; and WHEREAS, the Council desires to move forward with the planning and scheduling of the process for recruitment, selection and appointment of a new Chief Judge; and WHEREAS, on December 3, 2019, the City Council approved Resolution 2019-110 appointing certain Councilmembers to serve as the ad hoc Chief Judge Selection Process Committee (“Committee”) to recommend a formal plan and schedule for the selection process and other matters related to the Chief Judge recruitment and selection process; and WHERES, the Chief Judge Selection Process Committee has met and developed a plan and schedule for the Chief Judge selection process; and WHEREAS, the plan and schedule for the selection process is described on Exhibit A, attached hereto and incorporated herein by reference; and WHEREAS, City Council desires to review the plan and schedule recommended by the Council Committee. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: That the City Council hereby approves the detailed plan and target schedule for the recruitment and selection of the Chief Judge as described on Exhibit A. Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 17P th P day of March, A.D. 2020. ___________________________________ Mayor ATTEST: _______________________________ City Clerk Exhibit A Chief Judge Recruitment Timeline and Milestones Dates reflect the City’s targeted timeline and are subject to change. Date Event / Milestone Note 1/30 through March Stakeholder Meetings Engage key stakeholders to learn multiple perspectives on the role of the judge. 2/7 Position Announcement Go Live 3/6 Application Review Begins 3/16 Recruiter sends semi-finalist application materials to City representatives for review 3/19 Ad Hoc Committee meeting to review semi-finalist candidates Posted for Public 3/26 Deadline for identifying finalist candidates 3/30 Invitation to finalists for onsite interviews 4/3 Publicly announce finalists 4/4 to 4/21 Council receives finalists’ materials 4/21– 4/23 Chief Judge Onsite Interviews Appropriate Events Posted for Public Participation 4/28 Executive Session to discuss finalist(s) Posted for Public 4/28 Council Resolution Authorizing Certain Council Members to Begin Negotiations re Terms and Conditions of Employment Agreement with a Person Named in the Resolution. Posted for Public 4/29 City engages in negotiations with top choice candidate (if appropriate) 5/5 Secure contract with top choice candidate Council Resolution Appointing Chief Judge and approving the employment agreement for the Chief Judge position 5/15 Publicly announce Chief Judge Selection 6/1 New Chief Judge start date Bold indicates Council action Chief Judge Recruitment Detailed Timeline and Milestones Dates reflect the City’s targeted timeline and are subject to change. Date Event / Milestone Purpose Deliverables / Outcome 1/30 through February 2020 Stakeholder Meetings Engage key stakeholders to learn multiple perspectives on the role of the judge, expectations, and qualifications for success in order to strengthen Job Announcement and prepare for screening. Met with the following: • Recruiter 1x1s with all members of Council, City Manager, City Attorney, Court Administrator, Current Chief Judge. • Recruiter and HR Staff led groups: CAO and City Clerk, FCPD and CSUPD, (External) Contracted Defense Attorneys (External) • Additional HR Staff led groups: Municipal Court Staff, CSU Conflict Resolution, Code Enforcement, Restorative Justice staff, Parking Enforcement, Natural Areas Rangers, external community groups including Murphy Center, Outreach Fort Collins, Women’s League of Voters. • Other stakeholder meetings being considered. HR Staff Deliverable: Prepare themes for Council review. 2/7/2020 Position Announcement Go Live Launch statewide marketing, recruitment, and outreach campaign. Postings and campaign sites include: • LinkedIn • Colorado Bar Association • Colorado Women’s Bar Association • Colorado Hispanic Bar Association • Sam Cary Bar Association • Asian Pacific American Bar Association of Colorado • Colorado Trial Lawyers Association • Colorado Municipal Judges Association • Larimer County Bar Association • Colorado Municipal League Attorney Listserve • National Judge’s Association • American Bar Association • Colorado District Attorney’s Association • Colorado Public Defenders 3/6/2020 Application Review Begins Recruiter initiates screening of applications. No action from City. 3/16/2020 Recruiter sends semi- finalist application materials (marked and treated as “confidential” information) to City representatives for review. Recruiter also sends information regarding the entire candidate pool as information only. In anticipation of 3/19/2020 Ad Hoc Committee meeting, members will have 3 days to review semi-finalist content. Assignment: Ad Hoc Council Members will be asked to review materials in preparation for the 3/19/2020 meeting. Detailed instructions to follow. The following will be provided to Council Ad Hoc Committee Members: • Candidate Resume / CV • Candidate written responses to qualitative questions • Link to “HireVue” candidate video responses to qualitative questions • Guide for reviewing capabilities and competencies • City staff to post 3/19 committee meeting—note that a possible executive session will take place to discuss a personnel matter related to the hiring of chief judge • CAO to prepare motion to go into executive session for committee members 3/19/2020 8:00– 10:00 am Ad Hoc Committee meeting to review semi- finalist candidates Discuss semi-finalist candidates. If motion to go into executive session approved, discuss candidates and their qualification in executive session. In open meeting after executive session, decide which four + alternate top candidates to invite for onsite interviews or next steps needed to agree on finalist candidates. 3/26/2020 Deadline for naming finalist candidates City Staff notify recruiter of four + alternative finalist candidates. 3/30/2020 Invitation to finalists for onsite interviews Recruiter notifies finalists of status and invites them to onsite interviews. City receives confirmation that finalists accepted invite. 4/3/2020 Publicly announce finalists Inform public of finalist candidates who have accepted invitation to interview. Press release and other appropriate public communication. 4/21/ – 4/23/2020 Chief Judge Onsite Interviews Evaluate finalist candidates. during April 21 Council meeting and or during a weekday Council should consider motion to adjourn 4/21 meeting to 4/28 for purposes of having executive session. If Council approves motion, the 4/28 meeting will need to be posted as possible executive session. CAO to draft motion to go into executive session and give to CC by 4/28/20. 4/15/2020 Deadline to submit AIS for resolution authorizing members of Council to begin negotiations regarding terms and conditions of employment with selected candidate for chief judge position Draft AIS HR to draft AIS and CAO to draft resolution that leaves name blank. Both go to print 4/22/2020. 4/28/2020 Executive Session to discuss finalist(s) Allow full Council to hear and discuss selection recommendations from Ad Hoc Committee. Council will need to make and approve motion to go into executive session. Prepare for Council vote in open meeting. 4/28/2020 Council Resolution Authorizing Certain Members of Council to Begin Negotiations re Terms and Conditions of Employment Agreement with a Person Named in the Resolution. Name to be filled in during the Council Vote Vote on next steps: • Agreement on top choice candidate? • Request additional steps to evaluate candidates? City Staff receive guidance on next steps in recruitment. Posted for Public. 4/29/2020 Authorized Council members engage in negotiations with top choice candidate (if If top choice candidate identified, initiate offer and negotiations. appropriate) 5/5/2020 Secure contract with top choice candidate With support from City Attorney’s Office, prepare contract for Chief Judge. Unknown, depends on date appointment resolution will go to CC AIS for upcoming resolution appointing Chief Judge and approving employment agreement File AIS with City Clerk. CAO to draft resolution and finalize for print by Wednesday before Council meeting where resolution to be considered. 5/5/2020 Council Resolution Appointing Chief Judge and approving the employment agreement for the Chief Judge position Appoint Chief Judge and approve employment contract. Press Release and other appropriate public communication. 6/1/2020 New Chief Judge start date A variety of activities planned to allow for thorough evaluation of candidates by Council members, City staff, and key stakeholders. Select events posted for public participation. Three options for Council participation will be presented—interviews