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04.06.2021 - City Council MinutesCity of Clermont MINUTES COUNCIL WORKSHOP April 6, 2021 The Clermont City Council met in a Council Workshop on Tuesday, April 6, 2021, in the Council Chambers. Mayor Murry opened the workshop at 6:30pm with the following Council Members present: Pines, Entsuah, Purvis, and Bates. Other City officials present were Interim City Manager Dauderis, City Attorney Mantzaris and City Clerk Howe. OPENING STATEMENTS City Attorney Mantzaris provided an overview of the workshop and will be looking for direction from the Council. There are four presentations that will be given in alphabetical order. AGENDA City Manager Recruitment - Executive Search Consultant Presentations Mercer Group Dona Higginbotham presented on behalf of Mercer Group via Zoom. She provided an overview of their services to include position analysis, candidate search, resume review and screen based upon criteria. Prior to presenting recommendations, they will do preliminary background work. Once selection is made, they will do complete background check. The projected timeline is 12 weeks or less with a 30 or 45 day recruitment. She reviewed fees and will only charge what is necessary to do job. In addition, she reviewed the guarantees. If the selected candidate leaves for any reason, they will perform another search at only their expenses. They have been in business for 30 plus years. The home office is in Daytona. They have never placed anyone with the City of Clermont in the past. City Attorney Mantzaris stated the Council would like to hear all presentations first then circle back with questions. S. Renee Narloch & Associates Renee Narloch presented on behalf of S. Renee Narloch & Associates via Zoom. She is the President and owner located in Tallahassee, Florida. She reviewed the proposal to include company experience and qualifications. She outlined the recruitment process and reviewed references. There have been a number of repeat clients to include the City of St. Cloud and the City of Tallahassee. Council Member Pines inquired about the number of current searches. Ms. Narloch responded they have 8 ongoing searches in various stages. Two of the clients are kicking off this week and the others are at interviews. City of Clermont MINUTES COUNCIL WORKSHOP April 6, 2021 Slavin Management Consultants Robert Slavin was present to provide a PowerPoint presentation. The company was founded in 1991 and reincorporated in 1998. Primarily does executive searches in local government. Placement of 800 to 900 local government and nonprofit executives in 48 states. The company is based in Atlanta, Georgia. Ninety-five percent of placed candidates have stayed in positions for more than five years. The average tenure for a City Manager is 5 to 6 years. The majority is women. Mr. Slavin has more than 40 years' experience. He reviewed the past and present Florida clients. The process is designed to fit the city's needs. It is tailored to each jurisdiction and designs a strategic process. He reviewed the process to include spending time with staff and community leaders, determine expectations and visit with candidates to see how they interact with people, background and referencing. The progress meeting and design profile is based on the city's interest in a potential candidate. Interview questions will be provided to the Council. Also, they will schedule public meet and greets. Facilitate employment agreement with the City Attorney as well as facilitate performance goals in the first year. There will be annual follow-ups. He provided a two year commitment. He reviewed professional fees and expenses. Council Member Entsuah commented on the City of Clermont and Lake County as listed clients. Mr. Slavin remarked the City of Clermont hired him to assist in the recruitment of the Police Chief position and Lake County hired him to recruit for the County Manager position. Council Member Purvis requested explanation of the expenses. Mr. Slavin reviewed expenses. Council Member Purvis asked his professional opinion to limit it to state wide. Mr. Slavin remarked the Council would be missing an opportunity. City Attorney Mantzaris suggested asking that question to all candidates. Strategic Government Resources Douglas Thomas provided a PowerPoint presentation on behalf of Strategic Government Resources. He spent his career in local government and is located in Lakeland, Florida. The firm is based in Keller, Texas. SGR is a full service recruitment firm and leadership development training. Mr. Thomas reviewed his background to include 35 years in municipal management. He described the keys to a successful search. Then, reviewed the process, marketing the position, services provided, challenges and opportunities, as well as identifying ideal candidate attributes. Mr. Thomas discussed the search process, interview process, background, media search, reference checks, project methodology, and targeted outreach. He reviewed the fee schedule and guarantee in replacement is 18 months with only paying incurred expenses. Mayor Murry inquired about retention. Mr. Thomas commented the average tenure is 5 to 7 years. The fits are strong and guarantees are rarely used. He typically meets with Council Members individually and staff. Within two to three weeks of contract execution, he will be able to launch the job. 2 City of Clermont MINUTES COUNCIL WORKSHOP April 6, 2021 Mayor Murry asked about interview questions for the Council. Mr. Thomas stated he will work with Council and prepare standard questions of interest. He will make sure the questions are worded properly with no legal issues. Mayor Murry asked the other representatives how they would assist in the interview process and guidance to Council. Ms. Higginbotham will provide an interview guide and a list of 25 to 30 suggested questions. She will personally sit down with each of the Council Members and determine criteria for a City Manager. Then, develop a brochure. She will also work with Directors. The interview process is 3 days. Ms. Norlach will guide through the interview process and set up a process to your liking as well as advice and prepare suggested questions to create a dialogue. Facilitate the process and share a list of items that are not allowed including protective class. Council will review the questions in advance. Mayor Murry inquired about fees and the outlined 16 week process. Ms. Norlach stated once the contract is in place, that 16 weeks is standard. The fees are included in the proposal. Council Member Entsuah inquired about the number of staff members and turnover. Ms. Norlach has 6 full time staff as well as part-time staff; 1 person left in December. Ms. Higginbotham has had four members of staff for 11 years. Also, contracts with an outside firm that will do the complete background search. Mr. Slavin has 8 staff members that have been employed there for more than 10 years; the last person left 5 years ago and retired. Mr. Thomas stated there are 20 full time employees and continue adding employees. The most recent person left last year and relocated. There are a variety of recruiters and contractors. CLOSING COMMENTS City Attorney Mantzaris stated direction is needed from Council. The goal is to have a contract presented to Council at the next meeting. The Council Members reviewed their top choices with Strategic Government Resources as the top choice of the City Council. City Attorney Mantzaris reviewed the next process to include working with Strategic Government Resources to bring back an agreement for consideration at the April 13 Council Meeting. 3 City of Clermont MINUTES COUNCIL WORKSHOP April 6, 2021 Mayor Murry is the Council had any further comments. Council Member Pines expressed concerns with jet skiers on the lake and rental companies. City Attorney Mantzaris stated in regards to rental companies, it is difficult to control with the use of a public boat ramp. Police Chief Broadway commented there are officers patrolling every weekend and will have someone at the gate. Interim City Manager Dauderis noted that parking is not limited to individuals using the boat ramp. She remarked there will be a discussion on the policy of the boat ramp as well as parking at the April 20 Council Workshop. 4 City of Clermont MINUTES COUNCIL WORKSHOP April 6, 2021 Ad•ourn: The workshop concluded at 8:14pm with no further comments. APPROVED: Tim Murry, Ma r ATTEST- Tracy Ackro Howe, City Clerk