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Home My WebLink About03-04-2014 Supplemental Council Agendao{ S A Rq\ \IFOR% AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL MARCH 4, 2014 SPECIAL MEETING — 8:00 A.M. — SARATOGA CITY HALL, ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE, SARATOGA CA 95070 CALL MEETING TO ORDER — 8:00 A.M. REPORT ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on February 27, 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: Approve the City Council idea candidate profile, recruitment brochure, and recruitment strategy. 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. 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, Debbie Bretschneider, Deputy 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 February 27, 2014 at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and on the City's website at - wti w.saratoQa.ca.us. Signed this 27`h day of February 2014 at Saratoga, California. Debbie Bretschneider, Deputy City Clerk u� SAA Cd 9 SARATOGA CITY COUNCIL c'trFOa�'t MEETING DATE: March 4, 2014 AGENDA ITEM: DEPARTMENT: Finance & Administrative CITY MANAGER: Dave Anderson Services PREPARED BY: Monica LaBossiere DIRECTOR: Mary Furey Human Resources Manager SUBJECT: City Manager Position RECOMMENDED ACTION: Move to authorize Mr. Avery to finalize the ideal candidate profile, recruitment brochure, and recruitment strategy. BACKGROUND: At the February 4, 2014 special meeting, Council interviewed Mr. Avery from William Avery & Associates, Inc. and reviewed the proposal for the recruitment of a new City Manager for the City of Saratoga. After careful consideration and consensus, the Council directed staff to enter into a professional services agreement with William Avery & Associates, Inc. to conduct the City Manager executive search. Mr. Avery has over 25 years of public sector executive recruitment experience, including serving as a prior City Manager and Assistant City Manager. At the February 19, 2014 regular meeting, Council Authorized Agreement by and between the CITY OF SARATOGA, a municipal corporation ( "City "), and WILLIAM AVERY & ASSOCIATES, INC. ( "Contractor ") for executive search services. FISCAL IMPACTS: The fee for conducting the City Manager recruitment is 18,900, plus an amount not to exceed $5,500 in reimbursable expenses (travel, advertising, clerical support, brochure publication, background checks, etc.) for a total cost not -to- exceed $24,400. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: N/A Page 1 of 2 ALTERNATIVE ACTION(S): N/A 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: None. Page 2 of 2 Tentative "DRAFT" City Manager Recruitment Timeline as of March 3, 2014 January 29, 2014 - Special Meeting (on non - regular City Council meeting date) Completed - Typical scope of work and timeframe discussion - Discuss executive search firm RFP process and receive Council authorization to request RFP 5:30 p.m. from executive search firm(s) for City Manager recruitment - Input from the Community February 4, 2014 — Special Meeting (on non - regular City Council meeting date) Completed - Bill Avery to present proposal to and interview with Council - Input from the Community 8:00 a.m. February 19, 2014 - Regular Meeting Completed Approve executive search firm contract 7:00 p.m. March 4, 2014 Special Meeting (on non - regular City Council meeting date) - Bill Avery to obtain approval from the City Council on the draft ideal candidate profile, 8:00 a.m. recruitment brochure, and recruitment strategy (including recruitment timeline — start date and end date (or approx), and direction regarding survey /community input). - Input from the Community Start: March X, 2014 — End: Tentative Recruitment Period — Bill Avery to determine & advise on start and end dates for the May X, 2014 recruitment period. No special meetings Bill Avery will be providing weekly written updates to the whole City Council via email (Per Ann Slate required during the from Avery). recruitment period. May 21, 2014 Closed Session 5:00 p.m. — 6:00 p.m. - Bill Avery presents top candidates to Council (One hour is sufficient per Ann Slate from Avery) Late May, 2014 Closed Session (on non - regular City Council meeting date) Date & Time TBD once recruitment period starts - All day first round interviews of candidates with the City Council Early June, 2014 Closed Session (on non - regular City Council meeting date) Date & Time TBD - % day 2 -3 finalist interviews with the City Council Note: Friday's work well for candidates that may have to travel June 18, 2014 Closed Session (on regular City Council meeting date) Contract Negotiations with Finalist (Firm and City Attorney) July 2, 2014 Regular Meeting - City Manager Contract approval July 23, 2014 City Manager Dave Anderson's Last Day AVERY ''' Los Gatos ♦ San Luis Obispo Survey Information OPTION 1- This option solicits input from the public for a period of time established by the City Council before finalizing the ideal candidate profile and starting the recruitment. *draft language* After 14 years as City Manager, Dave Anderson has announced his intention to retire in July 2014. The Saratoga City Council is seeking a replacement and invites the community to provide them input on the "draft" candidate profile below no later than BLANK DATE. A summary of the responses will be published on the City's website. <Insert DRAFT Candidate Profile Here> W OPTION 2 - This option solicits input from the public with reference to the final ideal candidate profile established by the City Council and runs parallel with recruitment. *draft language* After 14 years as City Manager, Dave Anderson has announced his intention to retire in July 2014. The Saratoga City Council is seeking a replacement and invites the community to provide them input. While the interview of the candidates is by law a confidential matter, the City Council wishes to have the input of the community on what criteria the candidates should be evaluated. For your reference, below includes the ideal candidate profile included in the recruitment brochure. A summary of the responses will be published on the City's website. <Insert FINAL Candidate Profile Here> William Avery & Associates, Inc. Consultants to Management 3 -1/2 N. Santa Cruz Ave., Suite A Los Gatos, CA 95030 408.399.4424 Fax: 408.399.4423 www.averyassoc.net V 4 DRAFT CANDIDATE PROFILE The Role and Duties of the City Manager The City Manager is appointed by the City Council and oversees an organization of 56 employees and an annual budget of $34.5 million. $17 million is the annual general fund budget. Including the general fund, the total operating budget is $21 million and total capital budget is $13.5 million The City Manager serves as the administrative head of the City and key staff advisor to the Council. The City Manager is responsible for implementing policies as directed by the City Council and enforcing all municipal laws and regulations for the benefit of the community. The City Manager's duties include direction and supervision of departments, preparation and administration of the annual City budget, and planning and implementation of key projects. The Ideal Candidate: The City Council has developed a list of ideal candidate attributes for the next City Manager. The new City Manager should be someone who: • Possesses the ability to quickly grasp and embrace the values of Saratoga and be comfortable working in a small, minimum service City. • Has a successful track record as a City Manager or Assistant /Deputy City Manager in a comparable public sector organization. • Believes in community engagement, welcomes input and participates in civic organizations and events, and will quickly become a part of the community. • Can demonstrate his /her ability to work effectively and be proactive on issues in dealing with the City, members of the community and neighboring public jurisdictions. • Has a broad knowledge of the functional areas of municipal government, particularly finance and land use, and experience in managing and motivating a professional staff. • Effectively delegates to and develops and empowers staff. • Models behaviors expected through the City organization including strong ethics, high motivation, initiative, and commitment to a high quality work product. rqe�]- • Uses tact and diplomacy in conveying opinions and recommendations, and can be relied upon to give his/her best professional recommendation. • Communicates frequently both up and down the organizational ladder and is engaged in key issues in the departments but also encourages independent problem solving. • Has a sense of humor, is upfront and friendly, patient and optimistic. wd