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07-30-2012 Special Council Meeting City of Clermont MINUTES SPECIAL COUNCIL MEETING July 30, 2012 The Clermont City Council met m a regular meeting on Monday, July 30, 2012 in the Council Chambers at City Hall Mayor Turville called the meeting to order at 7 00 pm with'the following Council Members present Council Members Mullins, Goodgame, Hogan and VanWagner Other City officials present were City Manager Saunders, City Attorney Mantzans and City Clerk Ackroyd Item No. I—Police Department Investigation Mayor Turville stated members of the City Council requested City Manager Saunders consider an investigation of the Police Department City Attorney Mantzans stated City Manager Saunders asked him to inquire as to what options were available to the city and provide direction Staff requested Council direction about the scope of any review, investigation or evaluation of the Police Department Mr Mantzans contacted members and expenenced individuals related to municipal law enforcement and spoke to three former or retired Police Chiefs within Florida They are pnvate consultants involved in the review and evaluation of existing Police Departments Also, spoke with the Florida Police Chiefs Association and active Police Chiefs to obtain an understanding of available options to the city There are several within the state who would be willing to do a management operational procedural review of the city's Police Department An initial review would interview all individuals who work in the Police Department, review all available documents, review any identified issues and report the findings of the review to the City Manager The goal of that review would be to create, develop and establish a report as to the strengths, weaknesses and areas of improvement of the Police Department It would also enable the reviewer to go through the existing information, review past practices of the Police Department and determine whether further investigation is needed The idea is to establish a base line of the Police Department so the new Police Chief and City Manager would have a solid understanding of where the Police Department is now and where it needs to be in the future The time frame could be 3 to 6 months?or possibly longer depending on the nature of the information involved He requested direction from Council for staff to proceed on this issue and the scope of the review of the Police Department Council Member Van Wagner requested a criminal investigation and an outside professional organization City Attorney Mantzans explained if the selected individual identifies crumnal activity, they would turn it over to another entity to investigate The City Council discussed the selection process and suggested having City Attorney Mantzans interview and then will reduce the list from 5 to 3 then bring before Council Council Member Mullins moved to authorize City Attorney Mantzans to locate 5 individuals, obtain their credentials, resumes and background, narrow it down to 3 and bring back those 3 for City Council's final determination with the approximate cost associated with it It does not have to be an individual, it could be a firm or a team, seconded by Council Member Goodgame The motion passed with all members present voting aye Item No. 2—City Manager Search Adrmmstrative Services Director Van Zile reported the Council directed staff to receive proposals from an executive search firm to assist the city in recruiting a new City Manager Staff is prepared to advertise and asked for Council direction regarding the Request for Proposal timeline and committee to review the proposals He recommended a staff based conunittee to receive, review and score the proposals City of Clermont MINUTES SPECIAL COUNCIL MEETING July 30, 2012 The short list of proposals would be presented to Council for ranking on August 29 then staff would negotiate a contract with the top ranked firm and present the contract to Council at the September 11 meeting Council discussed a committee to review the proposals and agreed to have the comrruttee consist of City Attorney Mantzans,Administrative Services Director Van Zile and City Clerk Ackroyd City Attorney Mantzans suggested placing the ranking of the proposals on the August 28 Council meeting Council Member Mullins moved that we adopt the time schedule presented by staff with the addition of listening to the presentation on August 27 and vote on August 28, seconded by Council Member Goodgame Under discussion, Mayor Turville noted the Council understands the time table may need to be altered, if necessary The motion passed with all members present voting aye City Manager Saunders noted the Council approved a modification to a SAFER grant request at the last Council meeting The way the grant cntena is written, it would be difficult to obtain a grant for only two firefighters and Fire Chief Bishop is requesting three additional officers under the SAFER grant The deadline to apply is pnor to the next Council meeting Council Member Goodgame so moved, seconded by Council Member Mullins The motion passed with all members present voting aye Council Member Van Wagner requested an update from City Manager Saunders regarding the Police Department City Manager Saunders stated Police Chief Graham has decided to retire In order to continue to operate at the highest level possible with the least amount of distraction, he proposed to place Police Chief Graham and Captain Johnson on Administrative Leave during the review of the Police Department and placing Captain Broadway in command of the department as the Interim Police Chief Council Member Goodgame questioned advertising for a new Police Chief City Manager Saunders stated the Request for Proposal will also be written to recruit a new Police Chief, if that is the desire of the Council ADJOURN: With no further comments,this meeting was adjourned at 7 41pm APPROVED Turville,Mayor ATT .T. \' Tracy Ackr• d, City Clerk =r ,Z `