Loading...
HomeMy WebLinkAboutCity Council Committees - Operations Committee - 02/04/2014 Operations Committee Agenda Councilmembers: Bill Boyce * Dana Ralph * Les Thomas, Chair February 4, 2014 4:00 p.m. Item Description Action Speaker Time Page 1. Approval of Minutes YES 1 dated January 21, 2013. 2. Approval of Check Summary YES Reports 1/1/2014 through 1/15/2014. 3. Ordinance Amending KCC 2.01.020 YES T. Brubaker 5 3 Council Workshop Meeting Time – Adopt. 4. Karras Consulting Contract – Authorize YES L. Patterson 5 9 5. Public Disclosure Administrator position YES R. Moore 5 23 Unless otherwise noted, the Operations Committee meets at 4:00 p.m. on the first and third Tuesday of each month. Council Chambers East, Kent City Hall, 220 4th Avenue South, Kent, 98032-5895. Dates and times are subject to change. For information please contact Satwinder Kaur at (253) 856-5705. Any person requiring a disability accommodation should contact the City Clerk’s Office at (253) 856- 5725 in advance. For TDD relay service call the Washington Telecommunications Relay Service at 1-800-833-6388. This page intentionally left blank OPERATIONS COMMITTEE MINUTES January 21, 2014 Committee Members Present: Les Thomas, Chair, Bill Boyce and Dana Ralph. The meeting was called to order by L. Thomas at 4:01 p.m. 1. APPROVAL OF MINUTES DATED DECEMBER 3, 2013. D. Ralph moved to approve the Operations Committee minutes dated December 3, 2013. L. Thomas seconded the motion with concurrence from B. Boyce, which passed 3-0. 2. APPROVAL OF CHECK SUMMARY REPORTS DATED 11/16/2013 THROUGH 11/30/2013, 12/1/2013 THROUGH 12/15/2013 AND 12/16/2013 THROUGH 12/31/2013. D. Ralph moved to approve the check summary reports dated 11/16/2013 through 11/30/2013, 12/1/2013 through 12/15/2013 and 12/16/2013 through 12/31/2013. L. Thomas seconded the motion with concurrence from B. Boyce and it passed 3-0. 3. BUDGET CERTIFICATION FOR ANNEXATION SALES TAX CREDIT-RESOLUTION- ADOPT. B. Nachlinger presented the Budget Certification for annexation sales tax credit. The City is required to certify the amount of the expected credit to the State of Washington before March 1st of each year. The amount certified is the amount needed from the sales tax credit to provide services in the annexed area. D. Ralph moved to recommend Council adopt a resolution approving the certification of $4,230,777 for the Panther Lake annexation sales tax credit for the period July 1, 2014 through June 30, 2015. L. Thomas seconded the motion with concurrence from B. Boyce and it passed 3-0. 4. REFUNDING THE 2004 LTGO BONDS. B. Nachlinger presented the ordinance to refund the Limited Tax General Obligation bonds. This transaction would save an estimated $700,000 over the eight year life of the bonds by issuing refunding bonds at a lower interest rate. D. Ralph moved to recommend adoption of an ordinance providing for the Refunding of the 2004 Limited Tax General Obligation bonds. L. Thomas seconded the motion with concurrence from B. Boyce and it passed 3-0. 5. RESOLUTION APPROVING AMENDED FINANCIAL POLICIES - ADOPT. B. Nachlinger presented the resolution that amends financial policies by clarifying the requirements and available uses for the City’s Strategic Opportunities funds. Also an aspirational goal was added to the financial policies. The goal states that City shall maintain a total governmental fund balance 1 Operations Committee Minutes January 21, 2014 Page: 2 of twice the greatest volatility in year over year changes in total revenues or $30 million, whichever is greater. D. Ralph moved to recommend council repeal Resolution No. 1859 and adopt a new resolution amending financial policies to be used for guidance when enacting and amending the city budget. L. Thomas seconded the motion with concurrence from B. Boyce, which passed 3-0. L. Thomas wanted to add this item under other business on the Council Agenda. Committee members and staff thanked B. Nachlinger for his service to the City especially during the extremely challenging times of recession. Mr. Nachlinger mentioned he was happy to be part of the City staff but is excited for his retirement. The meeting was adjourned at 4:15 p.m. by L. Thomas. ___________________ Satwinder Kaur Operations Committee Secretary 2 1 LAW DEPARTMENT Arthur “Pat” Fitzpatrick, Acting City Attorney Phone: 253-856-5781 Fax: 253-856-6770 Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 DATE: February 4, 2014 TO: Operations Committee SUBJECT: Ordinance Amending KCC 2.01.020 Council Workshop Meeting Time - Adopt MOTION: I move to recommend adoption of the ordinance amending Section 2.01.020 of the Kent City Code to change the Council workshop meeting time to 5:00 p.m. on all regular Council meeting days except when the regular Council meeting occurs at 5:00 p.m. SUMMARY: The City Council wishes to change the Council workshop meeting time to 5:00 p.m. on days in which Council meetings occur at 7:00 p.m. in an effort to provide for more time to discuss complex issues and concerns brought before the Council. Exhibit: Ordinance Budget Impact: None P:\Civil\Motions-Bluesheets\2.01.020 Motion Workshop Time.Docx 3 This page intentionally left blank 4 1 Council Workshop Regular Meeting Time ORDINANCE NO. AN ORDINANCE of the City Council of the City of Kent, Washington, amending section 2.01.020 of the Kent City Code to change the regular Council workshop meeting time to 5:00 p.m. on all days in which Council meetings occur at 7:00 p.m. RECITALS A. On July 7, 2009, the Council adopted ordinance No. 3923, that amended section 2.01.020 of the Kent City Code to identify two Council meetings where the Kent City Council would meet at an earlier 5:00 p.m. meeting time, and that established and affirmed a regular Council workshop to occur at 5:30 p.m. on all regular Council meeting days except when a regular Council meeting occurred at 5:00 p.m. B. The Council now wishes to amend the code to change the time in which regular Council workshops are scheduled to occur to 5:00 p.m. on all regular Council meeting days except when a regular Council meeting occurs at 5:00 p.m. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF KENT, WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS: 5 2 Council Workshop Regular Meeting Time ORDINANCE SECTION 1. –Amendment. Sec. 2.01.020 of the Kent City Code is amended to read as follows: Sec. 2.01.020. City council meetings. A. Meeting location. The regular and other meetings of the city council shall be held in the council chambers at the City Hall unless otherwise designated by majority of the city council at a regular or special meeting. B. Regular meeting date and time. The regular meetings shall be held on the first and third Tuesday of each month, except that during the month of December of each year, there shall be only one (1) regular council meeting to be held on the second Tuesday of said month. If a regular meeting occurs on a legal holiday, the meeting shall be held on the next business day at the same hour. Regular meetings shall convene at 7:00 p.m., except that the regular meeting scheduled for the first Tuesday in August and the first Tuesday in November shall be held at 5:00 p.m. C. Special meetings. Special meetings shall be held as provided by law at such times as may be designated. D. Council workshops. Council will hold workshops to discuss pending local and regional issues at 5:30 p.m5:00 p.m. on each regular council meeting day, except when a regular or special council meeting occurs at or before 5:30 p.m. Although typically no final action is expected to occur at these workshops, they do constitute regular council meetings and are 6 3 Council Workshop Regular Meeting Time subject to all the rights and limitations available to council at any regular meeting. SECTION 2. – Savings. The existing portions of Section 2.01.020 of the Kent City Code which are repealed and replaced by this ordinance, shall remain in full force and effect until the effective date of this ordinance. SECTION 3. – Corrections by City Clerk or Code Reviser. Upon approval of the City Attorney, the City Clerk and the code reviser are authorized to make necessary corrections to this ordinance, including the correction of clerical errors; ordinance, section, or subsection numbering; or references to other local, state or federal laws, codes, rules, or regulations. SECTION 4. – Severability. If any one or more section, subsection, or sentence of this ordinance is held to be unconstitutional or invalid, that decision shall not affect the validity of the remaining portion of this ordinance and that remaining portion shall maintain its full force and effect. SECTION 5. – Effective Date. This ordinance shall take effect and be in force five (5) days from and after its passage and publication, as provided by law. SUZETTE COOKE, MAYOR ATTEST: RONALD F. MOORE, CITY CLERK 7 4 Council Workshop Regular Meeting Time APPROVED AS TO FORM: ARTHUR “PAT” FITZPATRICK, ACTING CITY ATTORNEY PASSED: day of , 2014. APPROVED: day of , 2014. PUBLISHED: day of , 2014. I hereby certify that this is a true copy of Ordinance No. passed by the City Council of the City of Kent, Washington, and approved by the Mayor of the City of Kent as hereon indicated. (SEAL) RONALD F. MOORE, CITY CLERK P:\Civil\Ordinance\Council Workshop Meeting Time.docx 8 Lorraine Patterson HR Director 400 West Gowe Kent, WA 98032 Fax: 253 856-6270 OFFICE: 253 856-5285 TO: Operations Committee meeting FROM: Lorraine Patterson, HR Director DATE: February 4, 2014 SUBJECT: Consultant Services Contract with Karras Consulting - Authorize SUMMARY: On September 17, 2013, Council directed Human Resources to conduct a recruitment for the Finance Director. After developing a thorough recruitment plan, which included ads in the Seattle Times, online job boards (CareerBuilder, AICPA), government finance websites (GFOA), government job sites (ICMA, AWC) and direct emails to regional finance chapters (WFOA) across the state, the city has received 22 applications. Of those 22, none had experience as a finance director in a comparable city. We are just unable to reach the right type of candidates – happily employed high performers, because they are not actively in the job market. In addition, the Mayor wishes to conduct a national search for a Chief Administrative Officer (CAO). We face the same problem as described above. With that in mind, several firms were contacted to provide proposals for the CAO recruitment. We received proposals from five firms. Again, Karras was chosen because of the breadth of their recent works (see attached proposal). Based on the failure to attract highly qualified candidates, I wish to combine both searches with Karras Consulting at a price not to exceed $60,212, plus limited travel costs for select applicants. EXHIBITS: Karras Consulting Chief Administrative Officer Proposal RECOMMENDED BY: None BUDGET IMPACTS: None MOTION: I move to authorize the mayor to execute all documents necessary to hire Karras Consulting to conduct searches for the Chief Administrative Officer and Finance Director, in an amount not to exceed $60,212, plus limited travel costs, upon approval of final terms and conditions by the Human Resources Director and City Attorney. 9 This page intentionally left blank 10     City of Kent Recruitment Services for a Chief Administrative Officer 1802  Black  Lake  Blvd  SW  Suite  101  Olympia,  WA  98512   Phone:  360-­‐867-­‐1410   Email:  dennis@karrasconsulting.net   www.karrasconsulting.net   11     KARRAS  CONSULTING    |Specializing  in  Human  Resource  Solutions    1     January 6, 2014 Dear Ms. Patterson, Thank you for the opportunity to submit a proposal to perform executive search services for the City of Kent. The following information is intended to lay out our approach and how our firm can best assist in the search for your new Chief Administrative Officer. We work exclusively with public sector clients and have been providing executive search services for more than 25 years. We are uniquely qualified in that we have been in human resource leadership positions and understand the nuances of running large and complicated organizations. We offer three important characteristics you will require in an executive search consultant: 1. Long-term sustained and successful experience in providing executive search services and filing very visible executive positions for the public sector. 2. We do not exclusively recruit for municipal government executives. Therefore, our candidate repository is broader, consisting of a proprietary viable pool of more than 2,000 highly qualified and successful municipal government, general government and private sector executives. 3. Your search will be conducted by me, the CEO, not assigned to an associate. I was the Washington State Human Resources Director for eight years serving under the previous two governors. As the highest-ranking human resource executive in Washington State government, I have been involved in the recruitment and selection of hundreds of local government executives and agency directors. Last year, Governor Inslee, selected Karras Consulting to conduct the recruitment and selection of his top cabinet agency directors to include the Director of the Health Care Authority (responsible for state implementation of ACA), the Director of the Department of Health, Secretary of the Department of Transportation, Directors of the Departments of Social and Health Services, Labor and Industries, Employment Security, Information Technology and others. In addition, new Seattle Mayor Ed Murray has retained us to conduct the recruitments for his top department directors to include the Director of Human Services and Director of Transportation. Through these efforts we have talked with and interviewed hundreds of top executives throughout the Pacific Northwest and nation. As a result we have a current pool of qualified candidates who may have an interest in this position or know of others who are well qualified. We employ state-of-the-art techniques and technology to conduct your search. Video conferencing is used to screen out- of-area candidates, saving travel costs and other associated expenses. In addition, while we recruit nationwide, we have an unparalleled understanding of the Northwest employment market. Our strong local connections to the region are more important than ever in today’s economy. We specialize in executive level searches. We have developed long-lasting relationships with clients and are proud that over 90% of our work is repeat business and referrals from satisfied customers. Our firm is in an excellent position to provide the balance and comprehensive approach that will identify the truly exceptional candidates who will have the leadership and vision to execute the City of Kent’s strategic plan. We are more than a search service; we are experts in public sector recruitment, partners you can depend on to find the right professionals to meet your needs. Best Regards, Dennis Karras, CEO 12     KARRAS  CONSULTING    |Specializing  in  Human  Resource  Solutions    2     Your Search Team Karras Consulting is a father/daughter firm located in Olympia, Washington specializing in providing customized executive search services. We are both fully engaged in the executive search process for the duration of the project. Our philosophy is to not compromise the quality and outcome of our work by taking on too many recruitments at one time. The lead consultant for the Chief Administrative Officer will be the CEO of Karras Consulting, Dennis Karras, who will have primary responsibility and final authority for all work. Marissa Karras will be the associate consultant providing project support. Dennis Karras, SPHR – CEO and Lead Consultant Address: 1802 Black Lake Blvd SW, Suite 101 Olympia, WA 98512 E-Mail: dennis@karrasconsulting.net Phone: 360.867.1410 Dennis has more than 25 years of state government executive and legislative experience, including 10 years as the State Director of Personnel under two previous Governors. As a member of their Executive Cabinets, he administered the statewide human resource management system covering approximately 90,000 employees in state agencies, colleges and universities. From 1993 to 2001, he oversaw Washington State’s Executive Search Services providing solutions for public agencies seeking dynamic executive-level leaders. During this time, Executive Search Services successfully placed over 300 executives in state and local government, higher education, and boards and commissions. For the previous 12 years Dennis was the Committee Staff Director for the Washington State House of Representatives’ Non-Partisan Budget, Research and Legal Departments. Dennis also served more than six years as the Senior Vice President of Human Resources for the $1.4 billion Washington State Employees Credit Union, the second largest not-for-profit credit union in Washington State. Dennis has personally conducted hundreds of executive search recruitments during his career. He has an undergraduate degree in liberal arts and a certificate from the University of Michigan’s Graduate School of Business advanced Human Resource Executive Program and is certified as a Senior Professional in Human Resources by the Society for Human Resource Management. Marissa Karras, Vice President and Associate Consultant Address: 1802 Black Lake Blvd SW, Suite 101 Olympia, WA 98512 E-Mail: marissa@karrasconsulting.net Phone: 360.956-1336 Marissa has extensive experience in the areas of executive recruitment and compensation. As a project manager for Karras Consulting during the past seven years, she has played a key role in coordinating executive searches and developing compensation strategy. Prior to joining Karras Consulting, she was a public relations and marketing director in the high tech industry. She has also worked in human resources for both the Washington State Department of Fish and Wildlife and the Office of the Superintendent of Public Instruction. Marissa is a 1999 graduate of the University of Washington Foster School of Business. 13     KARRAS  CONSULTING    |Specializing  in  Human  Resource  Solutions    3     Executive Search Experience We conduct executive searches for elected and appointed officials throughout the Pacific Northwest. We have conducted many searches for sizeable and complicated organizations. Listed below is a sampling of our recent experience conducting nationwide recruitments for executive level positions. Director of the Department of Transportation, City of Seattle Executive Director, Puget Sound Regional Council Planning and Development Director, Metro Regional Government Jail Bureau Chief, Pierce County Sheriff’s Office Director of Parks, Arts and Recreation, City of Olympia President and CEO, SAIF Corporation Director of Community Services, Multnomah County Director of Human Resources, City of Tigard Assistant Director of HR, Washington State Assistant Director of Local Government, Washington State Department of Commerce Director, Washington State Department of Labor and Industries Director of the Office of Emergency Management, Multnomah County Secretary, Washington State Department of Transportation Director of Community Services, Multnomah County Chief Financial Officer, Washington State Department of Employment Security Director, Washington State Department of Ecology Secretary, Washington State Department of Social and Health Services Commissioner, Washington State Department of Employment Security Executive Director, Puget Sound Regional Council Business Resource Center Director, King County Assistant Director, Washington State Department of Commerce Director of Human Resources, Pierce County Director, Washington State Health Care Authority Director of Emergency Management, Pierce County Deputy CIO, City of Seattle Senior Engineer, PSCAA Deputy Director of Budget and Finance, Pierce County Prevention Division Director, Seattle & King County Public Health Pierce County Government Relations Manger Director of Solid Waste, King County Department of Parks and Natural Resources Executive Director, Washington State Council of Presidents 14     KARRAS  CONSULTING    |Specializing  in  Human  Resource  Solutions    4     Chief Economist, Washington State Economic and Revenue Forecast Council President, Bates Technical College Executive Director, Lodi Winegrape Commission Planning and Land Services Director, Pierce County Executive Director, Washington State Wine Commission Executive Director, Washington State Public Disclosure Commission Director of Human Resources, City of Seattle Director of Budget and Finance, Pierce County Human Resources Director, Sound Transit Emergency Medical Services Director, Seattle King County Public Health Chief Information Officer, South Puget Sound Community College Human Services Director, Snohomish County Community Connections Director, Pierce County Road Services Division Director, King County Department of Transportation Director of Air Quality Programs, Puget Sound Clean Air Agency Assistant Director, Community Services, Washington State Department Of Commerce Director of Community Partnerships and Communication, Seattle & King County Public Health Chief of Assessment and Policy Development Seattle & King County Public Health Director of Performance Measurement, Puget Sound Health Alliance Executive Director, Puget Sound Clean Air Agency Executive Director, Washington State Higher Education Coordinating Board Facilities Director, Pierce Transit Assistant Medical Examiner, Snohomish County Director of Information Technology, Pierce County Chief Medical Examiner, Pierce County Design and Construction Manager, King County METRO Deputy Director for Policy, Planning and Research, HECB Planning and Development Services Director, Snohomish County Director, Tacoma-Pierce County Health Department Structural Engineer, King County Department of Transportation, Road Services Division Pipeline Safety Director, Washington State Utilities And Transportation Commission Director of Licensing and Regulation, Washington State Liquor Control Board Human Resources Manager, King County METRO Chief Information Officer, Office Of The Superintendent Of Public Instruction Director of Information Services, Snohomish County 15     KARRAS  CONSULTING    |Specializing  in  Human  Resource  Solutions    5     Example of a recent City Manager search: We recently conducted an executive search for the City Manager of Mill Creek, Washington. Mill Creek has a population of 18,459 residents. The City operates in a Council- Manager form of government with individual department heads reporting to the City Manager. There are seven city council seats. The council selects one of its members to preside over meetings and serve as mayor. The City has five primary departments with a total workforce of 66 FTEs. Throughout the various stages of the recruitment we worked closely with the City Council We assisted them to define the core competencies of the position and refined the skills, abilities and qualities they were looking for in the ideal candidate. We conducted an international search that yielded 67 candidates. Subsequently, we screened this group through resume evaluation and preliminary interviews to an “A” and “B” list. After careful review the Council selected seven candidates to move forward as semi-finalists. Two finalists were selected by the Council to move forward for final interviews and a public reception. A well-qualified public sector executive from the City of Seattle was ultimately selected. The recruitment was on time and within budget. Scope of Services The objective of this project is to assist the City of Kent in its national search effort for a Chief Administrative Officer. Our mission is to not simply search for a Chief Administrative Officer, but rather an extraordinary leader with the technical skills, ethics, integrity and experience to maintain and enhance the City’s reputation. Karras Consulting’s Executive Recruitment Model Candidate  Selection   Facilitate  Public  Reception  and  Finalist  Interviews     Reference,  Education  Veri<ication  and  Criminal  Background  Checks   Facilitate  Panel  Interviews   Develop  interview  questions  and  proccesses   Recommendation  of  Semi-­‐Finalists   Preliminary  In-­‐Person  and  Videoconference  Interviews   Ongoing  Client  and  Applicant  Communications   Targeted  Recruitment  and  Networking    Job  Announcement  Design,  Timeline  and  Advertising  Strategy    Core  Competencies  and  Desireable  Quali<ications   Mayor,  City  Council,  Staff  and  Stakeholder  Meetings   16     KARRAS  CONSULTING    |Specializing  in  Human  Resource  Solutions    6     Pre-Search Activities and Project Review: A successful recruitment results from a logical and comprehensive plan linked to a strong working relationship and communications between the executive recruiter and the client. The following elements of the pre-search activities and project will be reviewed with you: • Project timeline and deliverables • Scope of work • Total compensation package and current market rates • Determine key stakeholders • Identify ideal candidate qualities and competencies Strong communication is essential for a successful recruitment. We will meet with City Officials, the Project Manger and others throughout the process. We provide comprehensive weekly written updates to keep you apprised of the progress of the recruitment. We are easily accessible at all times during the recruitment to answer questions and provide updates. We are readily available to meet in person. Developing the Chief Administrative Officer candidate profile: The objective of this project is to assist the City of Kent in its national search effort for a Chief Administrative Officer. Our mission is to not simply search for a Chief Administrative Officer, but rather an extraordinary leader with the technical skills, ethics, integrity and experience to maintain and enhance the City’s reputation. We will work with you to establish the candidate profile and qualifications of the new Chief Administrative Officer. We will begin with a review of the duties of the position. The purpose of the review is twofold: First, it will allow us to gain a comprehensive understanding of the day-to-day duties, ongoing roles, and strategic responsibilities of the Chief Administrative Officer. This is vital to identify the qualities and experience required in successful candidates. Second, the review enables our firm to provide direct input to the applicability of the current components of the job description, desirable qualifications and performance standards. Once we have a firm understanding of the job description, organizational culture, desirable qualifications, performance dimensions and key competencies of the Chief Administrative Officer, Karras Consulting will develop the candidate profile for your approval. All candidates will be measured by this profile. Soliciting Input: An important step in our pre-search activities is to meet with the City Officials, staff and citizens to brainstorm the skills, abilities, knowledge and qualities necessary to succeed as the Chief Administrative Officer. In the first weeks of the recruitment we will interview key City personnel and meet with key community stakeholders whose insights are deemed critical to the process so we can gain perspective to help us best represent the opportunity and assess potential candidates. This will help us to complete the overall picture of your organization. Finding Qualified Candidates: Generating a diverse and qualified pool of applicants means reaching out to those looking for new opportunities in addition to capturing the attention of outstanding individuals who are not “on the market.” One of our key strengths is identifying and recruiting individuals who are satisfied in their current roles and not actively looking for a new job, but would be an excellent fit for the Chief Administrative Officer. 17     KARRAS  CONSULTING    |Specializing  in  Human  Resource  Solutions    7     Design advertising strategy. We go above and beyond the traditional job boards and print media advertising methods. We maintain an extensive candidate database. None-the-less we are experts at industry specific job boards and are able to maximize advertising resources by recommending best choices. Networking Our advertising and networking capabilities are extensive. We rely heavily on personal contacts to find the very best candidates. When interviewing key staff, similar organizations and partners, we obtain important information about what qualities to look for in prospective candidates. Diversity Our team has established external outreach networks to support your organization in reaching a diverse pool of candidates. We go out to a broad list of local and national diversity recruitment sources and as a 10-year member of the Governor’s Affirmative Action Program Committee, we have developed relationships with a wide range of diverse individuals and organizations. We have a proven track record of providing diverse candidates to our clients and we feel it is important that the candidate pool reflect the diversity of the City of Kent. Recruiting Tools: Tools we would utilize to recruit for the Chief Administrative Officer include: • Posting the job announcement on the Karras Consulting website which receives thousands of hits each month. • Job announcement e-mailed personally to hundreds of qualified public and private sector executives from our proprietary candidate database. • Use social media such as Linkedin and Twitter to promote the Chief Administrative Officer opportunity. • Place personal phone calls directly to highly qualified executives who are currently employed and not actively searching for a new job. • Place ads with online job search engines, professional associations, trade publications, diversity groups, journals and other print media. Candidate Screening: Accept applications and resumes Many people look good on paper. Others interview extremely well. But how can you judge who will really fit into your organization’s vision and culture? We will help you evaluate the candidates’ ability to walk the talk. We do not wait for the application deadline to pass before we begin the screening process. We evaluate applicants as they apply and use in-person, video conference and telephone interviews to screen candidates. All candidates who appear qualified on paper are interviewed by Karras Consulting in order for us to learn more about their experience, skills, education, management style and philosophy. All of this information is then compared to the pre-determined attributes and core-competencies necessary to excel as the Chief Administrative Officer. We spend a significant amount of time on this part of the process, typically interviewing about 25%-35% of the candidate pool, in order to bring you the best qualified candidates. We communicate with every candidate to notify them their application materials have been received and also to update them on their status as the recruitment progresses. 18     KARRAS  CONSULTING    |Specializing  in  Human  Resource  Solutions    8     Joint screening of applicants Our selection process is designed for you to participate in the screening process at key points during the recruitment. The three main opportunities for joint screening are: 1) Review of all candidates, 2) Review of “A” and “B” list recommendations and 3) Panel and Finalist interview processes. Prepare written summaries of candidates’ qualifications Karras Consulting will meet with you to review the backgrounds of a selected 8-12 pre-qualified prospects – the “A” and “B” list. We provide written reports on each candidate’s education, experience and qualifications. In our experience, at least four to six of those individuals are selected to move forward as candidates. Preliminary Screening Panel: We assist you in developing appropriate processes, resources and materials for use in selecting candidates as finalists. We offer our expertise in putting together a preliminary screening panel that is typically made up of no more than six to eight individuals with a mixture of City Officials, stakeholders and staff. We help to design appropriate and behaviorally based, content valid interview questions. We will draft recommended interview questions for your review. The more methodical and systematic the interview process, the more likely it is to produce the kind of information needed to make good judgments about an individual’s chances for success. We feel tasking semi-finalists to deliver a 15-minute power point presentation based on a pre-exposed question plus another 45 minutes spent answering job related questions around the core competencies of the position produces the best opportunity to assess candidate knowledge, skills and abilities. Liability releases are required of all viable candidates to limit exposure to legal liabilities. Finalist Interviews and Candidate Selection: The objective of the final interviews is to observe candidates in various settings and determine how likely they are to succeed in the Chief Administrative Officer position and fit into your workplace. Public Reception We suggest holding a reception the afternoon or evening before the final interviews to give elected officials, employees, stakeholders and the public an opportunity to get to know the candidates. We recommend an environment that permits each candidate to make a short presentation and answer relevant pre-screened questions. Final interviews We design interview questions that will reveal pertinent information about each candidate’s ability to meet the core competencies of the position. Questions are constructed to meet EEOC guidelines. All materials (application, resume, cover letter, salary history and supplemental responses) are included in booklets that are provided in advance to the panel. Perform comprehensive background checks of finalists(s) A thorough background check is critical because it provides an overarching picture of the behavioral pattern of the candidate. It is our practice to go beyond references listed on the resume. We find that candidate supplied references provide less balanced information about the candidate than information acquired from other 19     KARRAS  CONSULTING    |Specializing  in  Human  Resource  Solutions    9     supervisors, peers and subordinates. We go deeper, and consequently provide a more complete picture of each candidate’s strengths and challenges. We provide you with a comprehensive, written report for each finalist that reveals the background information we have gathered which is linked to the job’s key competencies. We also conduct a thorough criminal background check. Employment Offer: After the City has selected the top candidate we are available and would welcome the opportunity to assist in negotiating the employment agreement. Project Schedule: Below is an estimated project schedule for the Kent Chief Administrative Officer recruitment. We are available to begin the search in early March. Week 1 2 3 4 5 6 7 8 9 10 11 12 Phase I  Meet with Mayor and staff  Touch base with stakeholders  Review job descriptions  Design candidate profile and recruitment brochure Phase II  Recruitment strategy and timeline  Advertising plan Phase III  Identify and develop the content of screening interviews  Panel makeup  Interview questions Phase IV  Commence national recruitment  Place advertisements  Target potential candidates  Assess candidate pools (ongoing)  Karras Consulting conducts screening interviews Phase V  Review candidates with Mayor  Recommend A and B list candidates  Conduct semi-finalist interviews  Conduct background reference checks  Conduct finalist interviews  Public reception with finalists  Present candidate profiles and confidential background reports  Candidate selection  Negotiate employment package 20     KARRAS  CONSULTING    |Specializing  in  Human  Resource  Solutions    10     References Kathy Nielson Mayor Pro Tem, City of Mill Creek Phone: 425-286-5050 knmillcreek@gmail.com Pat McCarthy County Executive, Pierce County Phone: 253-798-6602 pmccart@co.pierce.wa.us Joni Earl CEO, Sound Transit Phone: 206-398-5012 joni.earl@soundtransit.org Kelly Wicker Director of Internal Affairs, Office of the Governor Phone: 360-902-0612 kelly.wicker@gov.wa.gov Maryann Renzi Director of Finance, Technology and Development, Puget Sound Clean Air Agency Phone: 206-689-4041 maryannr@pscleanair.org Cost Our firm is unique in the industry in that our clients do not incur hidden fees. Karras Consulting works for a flat fee on a retained search basis. You know before you hire us exactly what the fixed costs of your search will be. That is dramatically different from search firms that quote a low initial fee but add charges for every action related to the search. • Our total professional fee for executive recruitments is 20% of the top range of the salary for the position. All related tasks required to successfully complete this recruitment including: all position advertising, e- recruiting, print media, trade journals; on-site visits; client correspondence; targeted recruiting; interviewing; coordinating candidate travel; professional reference checks; printing of documents and materials; preparation of interview booklets; delivery and postage expenses; consultant travel and related expenses and criminal checks are included in this cost. Fees and Expenses paid by client. • Travel and related expenses for out-of-state candidates 21 This page intentionally left blank 22 CITY CLERK’S OFFICE Ronald F. Moore, MMC, City Clerk 220 Fourth Avenue S. Kent, WA. 98032 Fax: 253-856-6725 Phone: 253-856-5728 DATE: January 31, 2014 TO: Kent City Council Operations Committee FROM: Ronald F. Moore, City Clerk THROUGH: Tom Brubaker, Interim Chief Administrative Officer SUBJECT: Adding a Public Disclosure Administrator position Motion: I move to recommend Council authorize the Mayor to add a Public Disclosure Administrator position to the City Clerk’s Office. SUMMARY: The purpose of this item is to create a position for and hire a Public Disclosure Administrator within the current FTE count for the City Clerk’s Office. The Records Management Administrator is responsible for both the public disclosure request process and all records management in the City Clerk’s Office. On September 30, 2013, the Deputy City Clerk retired and the position has been vacant since then. The current deputy city clerk position is more administrative in nature. Overall, in the City Clerk’s Office, the need for a deputy city clerk is much lower than the need for two highly skilled positions performing records management and public disclosure work. Therefore, the records management duties from the deputy city clerk should be moved to the records management position and the public disclosure duties should be removed and placed in a new position, Public Disclosure Administrator. Furthermore, City Clerk’s Office is now responsible for the redacting of exempt documents in the processing of public disclosure requests. The number of requests and complexity of public disclosure requests has grown through the years, i.e. there were 781 requests in 2007 versus 1,688 in 2013, with over 1,000 pertaining to police records. BUDGET IMPACT: The budget impact of this ordinance is an increase in the City Clerk’s budget of $11,408 per year. BACKGROUND: EXHIBITS: None 23