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Home My WebLink About05-18-17 City Commission Minutes IDO r co. THE CITY COMMISSION SPECIAL MEETING OF BOZEMAN, MONTANA MINUTES Thursday, May 18,2017 Deputy Mayor-Cynthia Andrus: Present Commissioner-Jeff Krauss: Present Mayor-Carson Taylor: Present Commissioner-Chris Mehl: Present Commissioner-I-Ho Pomeroy: Present Staff Present at the Dais: Interim City Manager Dennis Taylor, City Clerk Robin Crough A. 06:00:20 PM (00:02:07)Call to Order—6:00 PM-Commission Room, City Hall, 121 North Rouse Mayor Taylor called the meeting to order at 6:00 PM. B. 06:00:28 PM (00:02:15) Pledge of Allegiance and a Moment of Silence C. 06:01:39 PM (00:03:26)Changes to the Agenda There were no changes to the agenda. D. 06:01:45 PM (00:03:32) Public Comment There was no public comment. E. 06:02:27 PM (00:04:14)Action Items 1. 06:02:31 PM (00:04:18) Interview Top Three Vendors for City Manager Recruitment and Make Selection (D.Taylor/Jorgenson) "I] 06:02:51 PM (00:04:38)Staff Presentation Human Resources Director Bethany Jorgenson discussed the process of reaching out to executive search firms. She described the questions she asked firms to respond to. 06:06:34 PM (00:08:21)Questions of Staff/Discussion Mayor Taylor asked about the visibility of the candidates and the procedure for the meeting. 06:11:59 PM (00:13:46) Break Page 1 of 5 Bozeman City Commission Meeting Minutes,May 18,2017 Mayor Taylor called the Commission into recess until 6:15 PM. 06:14:21 PM (00:16:08)Call to Order Mayor Taylor called the meeting to order. 06:14:31 PM (00:16:18) Recruiter Presentation Teresa Webster with CPS HR Consulting provided a presentation on the services her firm provides.She described the process of the search that CPS would conduct,and the outreach process in detail. 06:20:35 PM (00:22:22)Questions of Recruiter DM Andrus asked how CPS sets itself apart from other agencies, and why they'd be the best fit. Mayor Taylor asked for an example of a recruitment that didn't work out, and what was learned for the future. CR Pomeroy asked about Bozeman-specific challenges, and asked if she has found a City Manager in a similar situation. CR Mehl asked how she formulates advice for the first-round cuts. He asked how to balance the multiple viewpoints of the Commission. DM Andrus asked about the process once strong candidates are selected, and how is the Commission involved. CR Krauss asked how important is the interaction with the Commission vs.the stakeholder group for sorting candidates. Mayor Taylor asked how they would give staff and Commission the right amount of input with the candidates. CR Pomeroy asked how she could recruit good city managers that already have good jobs. DM Andrus asked how she finds candidates that don't necessarily fit into the city manager box, possibly from private sector? The recruiter asked about the timeline for turnaround. 06:48:54 PM (00:50:41) Recruiter Presentation Ron Holifield with Strategic Government Resources discussed the three key aspects of a successful search. He talked about the outreach process for candidates. 07:00:32 PM (01:02:19)Questions of Recruiter CR Krauss asked the process for boiling it down to a job description and position profile. Mayor Taylor asked how they/we gauge the ability of the candidate to understand the community. CR Pomeroy asked why they should choose his company.She asked if he would reach out to the community. She asked how many people in the company would work on this recruitment. CR Mehl asked what some of the pitfalls cities make in searches like these, and how would they avoid that? DM Andrus asked about the recruitment schedule provided. CR Krauss asked what can be expected in way of expectations. 07:27:14 PM (01:29:01) Recruiter Presentation Catherine Parrish Tuck from Novak Consulting Group provided information about the Novak Consulting Group,focusing on strengthening organizations.She discussed the process of recruitment and outreach. She discussed what sets her company apart from others. 07:33:20 PM (01:35:07)Questions of Recruiter Page 2 of 5 Bozeman City Commission Meeting Minutes,May 18,2017 Mayor Taylor asked how they know the characteristic of the ability of the candidate to fully understand and work with Bozeman. CR Pomeroy asked what kind of city manager does she think Bozeman needs? CR Mehl asked her to differentiate herself from other firms. DM Andrus asked for an example of a failed search, and course corrections taken.She asked about her expectation for applicants in this search.She asked about the length of time of an average search. CR Krauss asked what to expect and how to broaden the candidate pool, including looking for a non- traditional city manager? Mayor Taylor asked of any potential upcoming scheduling problems, and should they be going faster or slower. CR Pomeroy asked about the steps to find a city manager that can manage a large number of people and understand the city's culture. Ms. Parrish Tuck wants to know in the future what went well and what didn't with the previous city manager,what the top priorities for the city going forward are, and how they generally engage with their community.The Commission responded in detail. 07:56:44 PM (01:58:31) Public Comment There was no public comment. 07:57:07 PM (01:58:54) Recess Mayor Taylor called the meeting into recess until 8:05 PM. 08:06:05 PM (02:07:52)Call to Order Mayor Taylor called the meeting back to order 8:05 PM. 08:06:16 PM (02:08:03) Discussion DM Andrus preferred the Novak Consulting Group and SGR, and discussed the pros of each. Her slight preference is for Novak. CR Krauss also preferred SGR and the Novak Consulting Group. He felt SGR was more comprehensive, and rose a little higher for him. CR Pomeroy also preferred SGR and the Novak Group. She liked SGR's personality, and liked Novak's questions. It is equal for her. CR Mehl stated he prefers SGR, but is okay with Novak. Mayor Taylor also liked the last two firms, and has a slight preference for Novak, but he could go either way. DM Andrus clarified she could also go either way. Interim City Manager Taylor stated either choice would be good, it comes down to which one the Commission would be more comfortable with. The Commission continued to discuss their viewpoints. 08:33:12 PM (02:34:59)Motion to select SGR as the executive search firm to conduct the city manager recruitment. Deputy Mayor-Cynthia Andrus: Motion Commissioner-Jeff Krauss:2nd 08:33:24 PM (02:35:11) Discussion DM Andrus discussed that they can control the process. Page 3 of 5 Bozeman City Commission Meeting Minutes,May 18,2017 CR Krauss referred to the DISC profile investigation. CR Pomeroy feels confident with SGR. CR Mehl supports the motion. Mayor Taylor will vote for the motion. 08:37:25 PM (02:39:12) Vote on the Motion to select SGR as the executive search firm to conduct the city manager recruitment. The motion passed 5-0. Deputy Mayor-Cynthia Andrus: Motion Commissioner-Jeff Krauss: 2nd Deputy Mayor-Cynthia Andrus:Approve Commissioner-Jeff Krauss:Approve Mayor-Carson Taylor:Approve Commissioner-Chris Mehl:Approve Commissioner-I-Ho Pomeroy:Approve 2. 08:37:46 PM (02:39:33) Authorize the Interim City Manager's Signature on the Professional Services Agreement with Selected Recruitment Vendor(D.Taylor/Jorgenson) a 08:38:02 PM (02:39:49) Discussion CR Mehl supports the motion. 08:38:23 PM (02:40:10) Public Comment There was no public comment. 08:38:35 PM (02:40:22)Motion to authorize the Interim City Manager to sign the professional services agreement with the selected executive search firm,SGR,for city manager recruitment services. Commissioner-Chris Mehl: Motion Commissioner-Jeff Krauss: 2nd 08:39:00 PM (02:40:47) Discussion CR Mehl spoke in support of the motion. Mayor Taylor asked if there is variation between execution and signing of the contract. 08:39:55 PM (02:41:42) Vote on the motion to authorize the Interim City Manager to sign the professional services agreement with the selected executive search firm,SGR,for city manager recruitment services. The motion passed 5-0. Commissioner-Chris Mehl: Motion Commissioner-Jeff Krauss: 2nd Deputy Mayor-Cynthia Andrus:Approve Commissioner-Jeff Krauss:Approve Mayor-Carson Taylor:Approve Commissioner-Chris Mehl:Approve Commissioner- I-Ho Pomeroy:Approve F. 08:40:08 PM (02:41:55) FYI/Discussion Page 4 of 5 Bozeman City Commission Meeting Minutes,May 18,2017 1. The June 1, 2017 meeting is still the goal. CR Krauss will not be available. G. 08:41:47 PM (02:43:34)Adjournment Mayor Taylor adjourned the meeting at 8:41 PM. Carson Taylor Mayor ATTEST: ♦o■a■r■■■s♦ Robin Crough ��l♦ ; 1883 aa` City Clerk L♦ r e a •A PREPARED BY: C Robin Crough City Clerk Approved on:�edR ?_ . 1-a Page 5 of 5