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HomeMy WebLinkAbout01-29-2014 Supplemental Council Agenda -redactedI L/ o{ SAR,j y� oC9 \kiF0?,'% AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL JANUARY 29, 2014 SPECIAL MEETING — 5:30 P.M. — SARATOGA CITY HALL, ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE, SARATOGA CA 95070 CALL MEETING TO ORDER — 5:30 P.M. REPORT ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on January 24, 2014) COMMUNICATIONS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS ON NON - AGENDIZED ITEMS Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. COUNCIL DIRECTION TO STAFF Instruction to Staff regarding actions on current Oral Communications. 1. City Manager Recruitment Recommended Action: Review and provide direction on the timeline and approach for the City Manager recruitment. ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.sarato ag ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City Council. 1 In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 4081868 -1269. Notification 24 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102- 35.104 ADA title II] Certificate of Posting of Agenda: I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council was posted and available.for public review on January 24, 2014 at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and on the City's website at www. saratoZa. ca. us. Signed this 24`h day of January 2014 at Saratoga, California. Crystal Bothelio, City Clerk K SARATOGA CITY COUNCIL MEETING DATE: January 29, 2014 DEPARTMENT: Finance & Admin. Services PREPARED BY: Monica LaBossiere Human Resources Manager AGENDA ITEM: CITY MANAGER: Dave Anderson DIRECTOR: Mary Furey SUBJECT: Transition Plan - City Manager Position RECOMMENDED ACTION: Move to authorize staff to solicit proposals from executive recruitment firms to conduct the recruitment for the City Manager position and provide input on the proposed recruitment timeline. BACKGROUND: Staff has been tasked to discuss with the Mayor and City Council a transition plan to recruit a new City Manager prior to the current City Manager's departure on July 24, 2014. The transition plan will identify strategies for the recruitment, selection, appointment, and contract negotiations for a new City Manager for the City of Saratoga. Regarding the actual recruitment plan, the most viable methods for securing the services of a City Manager are to contract with an executive search firm to conduct the recruitment. The firm would be responsible for collecting input from the City Council on the ideal candidate, advertising the recruitment, accepting applications, processing applications, coordinating candidate interviews, and other tasks associated with the recruitment. FISCAL IMPACTS: The cost of hiring an executive recruitment firm is expected to cost approximately $35,000. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The Human Resources Division would conduct the recruitment for the City Manager position. ALTERNATIVE ACTION(S): N/A Page 1 of 2 FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item. ATTACHMENTS: Attachment A: Draft City Manager Recruitment Timeline Page 2 of 2 Tentative City Manager Recruitment Timeline January 29, 2014 Special Meeting' 5:30 p.m. — 7:00 p.m. - Review process timeline - Discuss approach to the recruitment - Council authorization to use an external recruiter February 5, 2014 Special Meeting 5:30 p.m. — 6:00 p.m. - Review proposals from recruiters - Obtain direction from Council regarding which firms to interview February 19, 2014 Special Meeting 5:00 p.m. — 6 :00 p.m. - Interview prospective recruiters and make recruiter selection March 5, 2014 Regular Meeting - Approve recruiter contract March 19, 2014 Special Meeting Time TBD - Work with recruiter to establish ideal candidate profile April 2, 2014 Special Meeting 5:00 p.m. — 6:00 p.m. - Approve draft recruitment brochure April 3 — May 2, 2014 Recruitment Period (conducted by recruiter) May 21, 2014 Closed Session 5:00 p.m. — 6:00 p.m. - Recruiter presents top candidates to Council June 4, 2014 Closed Session Time TBD - First round interviews June 11, 2014 Closed Session Time TBD - Finalist interviews June 12, 2014 Contract Negotiations with Finalists (Closed session may be required) July 2, 2014 Regular Meeting - Contract approval July 23, 2014 City Manager Dave Anderson's Last Day July 24, 2014 New City Manager's First Day Current Executive Searches City Manager, City of Carson City Manager, City of Fillmore ( "The Little City That Can.. ") City Manager, City of Carson City, Nevada City Manager, City of Carlsbad Assistant City Manager, City of San Jose City Manager, City of Poway Assistant City Manager, City of Daly City City Manager, City of Oxnard City Manager, City of San Fernando City Manager, City of Rancho Cordova City Manager, City of Portola City Manager, City of Cudahy City Manager, City of Desert Hot Springs City Manager, City of Temple City Recently Closed Executive Searches Executive Director, Contra Costa County Waste Authority City Manager, City of Hollister City Manager, City of Lynwood City Manager, City of Monterey City Manager, City of South San Francisco City Manager, City of San Mateo City Manager, City of Sunnyvale City Manager, City of Eureka City Manager, City of Los Altos (2011) City Manager, City of Cupertino (2012) City Manager, City of Campbell (2013) Tentative City Manager Recruitment Timeline, January 29, 2014 January 29, 2014 Special Meeting 5:30 p.m. — 7:00 p.m. - Review process timeline - Discuss executive search firm RFP process, review of proposals, and typical scope of work and timeframe - Council authorization to use executive search firm February 5, 2014 Special Meeting 5:00 p.m. — 6:00 p.m. R Was 5:30 start) - 2 Executive Search Firms to present proposal to *an alternative special meeting date may and interview with Council be required depending on firm availability - Each firm will meet with Council for 30 minutes (Before 2.19.14 meeting) February 19, 2014 Regular Meeting - Approve Recruiter Contract March 5, 2014 Special Meeting Time TBD - Work with firm to establish ideal candidate • Input from the community profile • Alternative Option (schedule - meeting on a non -City Council regularly scheduled meeting date) March 19, 2014 Special Meeting Time TBD - Work with firm to establish ideal candidate • Input from the community. profile • Alternative Option (schedule meeting on a non -City Council regularly scheduled meeting date) April 2, 2014 Special Meeting 5:00 p.m. — 6:00 p.m. - Meet with firm - Approve proposed recruitment brochure April 3 — May 2, 2014 Recruitment Period (conducted by recruiter) May 21, 2014 Closed Session 5:00 p.m. — 6:00 p.m. - Recruiter presents top candidates to Council June 4, 2014 Closed Session Time TBD - First round interviews June 11, 2014 Closed Session Time TBD - Finalist interviews June 12, 2014 Contract Negotiations with Finalists (Firm and City Attorney) (Closed session may be required) July 2, 2014 Regular Meeting - Contract approval July 23, 2014 City Manager Dave Anderson's Last Day u _y Timeline ■ Dave Anderson's Last Day is July 23, 2014. ffil Objective is to complete the executive search and have a new City Manager start within a day., week, or up to a month from July 23, 2014. ■ City Council may need to appoint an Interim City Manager for up to a month — To Be Determined. Executive Search Firm Staff is requesting authorization to request proposals from executive search firms. ■ Staff will review the responses received and select the top 2 firms and invite them to present their proposals to the Council on February 5, 2014 (or an alternative special meeting date based on firms availability). w _. Executive Search Firm Proposal Review Criteria In addition to the analysis of the general scope of work, the costs associated with the recruitment, and the timeframe within which the firm can complete the recruitment, staff will: ��. Conduct reference checks. ➢ Consider track record of success with the recruitment of City Manager positions statewide and specifically, the Bay Area Consider additional criteria as directed by the City Council. Typical Scope of Work and Timeframe Each firm follows its own process for recruitment; however, in general, the scope of work will include the following: • Developing a Candidate Profile • Advertising Campaign and Recruiting Brochure • Recruiting Candidates • Candidate Interviews and Evaluation • Referencing Top Candidates • Recommendation • Final Interviews /Candidate Selection /Background Checks • Negotiations /Employment Contract (in collaboration with the City Attorney) City of Saratoga - Speaker Card Please Note: City Council meetings are both live and delayed broadcast. This card will help the meeting run smoothly, but you are not required to Provide any information you do not wish to provide. Please see reverse side of this card for Speaker Guidelines. I would like to speak about: Agenda Item? 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