HomeMy WebLinkAbout2014-11-14 Council Appointed Officer Agenda Packet Council Appointed Officers Committee
1
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PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE.
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Friday, November 14, 2014
Special Meeting
Council Conference Room
4:30 PM
Agenda posted according to PAMC Section 2.04.070. Supporting materials are available in
the Council Chambers on the Thursday preceding the meeting.
PUBLIC COMMENT
Members of the public may speak to agendized items. If you wish to address the
Committee on any issue that is on this agenda, please complete a speaker request card
located on the table at the entrance to the Council Chambers/Council Conference Room, and
deliver it to the Clerk prior to discussion of the item. You are not required to give your name
on the speaker card in order to speak to the Committee, but it is very helpful.
Call to Order
Oral Communications
Members of the public may speak to any item NOT on the agenda.
Agenda Items
1. Interview of Recruitment Firms (City Clerk) and Recommendation to City Council
Adjournment
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City of Palo Alto (ID # 5236)
Council Appointed Officers Committee Staff Report
Report Type: Meeting Date: 11/14/2014
City of Palo Alto Page 1
Summary Title: Discussion of Recruitment Firms (City Clerk)
Title: Interview of Recruitment Firms (City Clerk) and Recommendation to
City Council
From: City Manager
Lead Department: Human Resources
Recommendation
Staff recommends the Council Appointed Officers Committee (CAO Committee) interview the
three recruiting firms, that responded to the Request for Proposal, and recommend one to the
full City Council to conduct the City Clerk recruitment.
Discussion
On October 30, 2014, the CAO Committee met to discuss recruiting for the City Clerk position.
The Chair directed staff to invite the three firms who responded to the RFP to interview, either
in person or using Skype. The three firms who responded are Bob Murray & Associates, Bobby
Peckham (Peckham and McKenney) and Heather Renschler (Ralph Anderson & Associates)
Attachments:
-: Attachment A: City Clerk Recruiter Information (PDF)
-: Attachment B: 10-30-14 CAO DRAFT Minutes (DOC)
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Council Appointed Officers Committee
MINUTES
1
Special Meeting
Thursday, October 30, 2014
Council Member Klein called the meeting to order on this date at 5:18 P.M.
in the Council Conference Room, 250 Hamilton Avenue, Palo Alto, California.
Present: Klein, Kniss, Shepherd
Absent: Scharff (Chair)
ORAL COMMUNICATIONS
None
AGENDA ITEMS
1. Discussion of Recruitment for City Clerk.
Kathy Shen, Chief People Officer; People, Strategy and Operations,
articulated Staff had sent out Requests for Proposals (RFP) to four
recruitment firms and received responses from three; Bob Murray &
Associates, Peckham & McKenney and Ralph Andersen & Associates. All
three firms had participated in City recruitments in the prior five years. Staff
recommended using Peckham & McKenney because their firm had conducted
numerous City Clerk recruitments.
Vice Mayor Kniss asked what the differentiators were between the firms.
Ms. Shen stated while the differentiators were subjective, all three firms
were qualified for the specified recruitment.
Vice Mayor Kniss felt Ralph Andersen & Associates provided positive service
with the recruitment of the Planning and Community Environment Director.
Ms. Shen agreed with the assessment and recalled Ralph Andersen &
Associates was currently performing the recruitment for the Community
Services Director.
1.b
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MINUTES
2 October 30, 2014
Draft CAO Committee Minutes
Vice Mayor Kniss asked if Peckham & McKenney was the only firm not
presently performing recruitment for the City.
Ms. Shen clarified that Bob Murray & Associates had responded to the
Request for Proposal, but had not returned her phone call.
Mayor Shepherd asked if Peckham & McKenney was an offshoot of another
firm.
Ms. Shen stated Peckham & McKeney had been their own firm for 17 years.
Council Member Klein noted he and Chair Scharff agreed the Council
Appointed Officer’s Committee (Committee) should interview the three firms.
Ms. Shen believed that could be arranged and Staff had inquired of their
availability for this meeting; it was too short of a timeframe for them to
appear.
Council Member Klein clarified the interview could be in person or via Skype.
Mayor Shepherd felt the prior work with Bob Murray & Associates as well as
Ralph Andersen & Associates was sufficient knowledge of their abilities, but
not being familiar with Peckham & McKenney an interview would be
warranted.
Council Member Klein agreed; although, a brief interview comparing their
efforts between other recruitments and the City Clerk recruitment would be
beneficial.
Vice Mayor Kniss had concerns with Bob Murray & Associates not returning
Staff’s call. She was satisfied moving forward with Peckham & McKenney.
Mayor Shepherd asked if Vice Mayor Kniss was familiar with the recruitment
processes and style of Peckham & McKeneny.
Vice Mayor Kniss stated no, she was basing her decision on Staff’s research
and recommendation.
Council Member Klein believed an interview of at least Peckham & McKenney
was warranted since none of the Committee members were familiar with
them.
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MINUTES
3 October 30, 2014
Draft CAO Committee Minutes
Vice Mayor Kniss mentioned the difficulty in interviewing was not whether to
but when.
MOTION: Vice Mayor Kniss moved, seconded by Council Member Klein to
interview the three recruitment firms; Bob Murray & Associates, Peckham &
McKenney and Ralph Anderson & Associates. Interviews should be conducted
at one meeting if possible.
Council Member Klein asked if the Committee members would be available
the first week in November.
Vice Mayor Kniss stated she would be out of town after November 4th and
returning on the 12th.
Mayor Shepherd concurred she would not be available either.
Council Member Klein believed Staff should strive for the 13th of November
to conduct the interviews.
Vice Mayor Kniss expressed her schedule had multiple conflicts on November
13th.
Council Member Klein suggested November 14th might be better.
Mayor Shepherd noted Mayor’s office hours were from 2:00 pm to 4:00 pm;
although she was willing to work around the schedule if necessary.
Vice Mayor Kniss acknowledged her availability with some adjustment to her
schedule.
Council Member Klein expressed a key interview question would be what
their actual dedicated availability to the recruitment would be based on their
other work load.
MOTION PASSED: 3-0 Scharff absent
Vice Mayor Kniss asked to look at Monday, November 17th for the inteviews
in the event the potential firms were unavailable on the 14th.
Council Member Klein agreed.
Ms. Shen confirmed she would recruit for November 14th and would default
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MINUTES
4 October 30, 2014
Draft CAO Committee Minutes
to the 17th if necessary.
Council Member Klein stated if the interviews were complete on the 14th the
Committee could agendize their recommendation to the City Council for the
17th.
Mayor Shepherd asked Staff to ensure the firms come to the interview
prepared to divulge the actual recruiter.
Ms. Shen asked if there were other specific questions the firms should be
prepared to answer.
Council Member Klein desired to know the number of other searches they
currently had underway.
Vice Mayor Kniss expressed the person being recruited should be
knowledgeable and up-to-date on the most current and upcoming
technological advancements in the related field of City Clerk.
Vice Mayor Kniss asked the cost for a recruitment search.
Ms. Shen clarified $25,000.
Vice Mayor Kniss asked if that was a standard fee.
Ms. Shen stated yes.
Council Member Klein noted one of the firms was at a higher rate.
Ms. Shen explained that was the prior fees charged and that was the rate
the City agreed to pay.
Council Member Klein acknowledged the flat fee was $25,000 although that
did not appear to cover candidate expenses.
Mayor Shepherd asked if the other firms included candidate expenses in
their fee.
Ms. Shen stated no.
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MINUTES
5 October 30, 2014
Draft CAO Committee Minutes
Council Member Klein read that all of the firms noted a $7,000 to $8,000
cost for expenses.
Ms. Shen explained the expenses were for the candidates travel and to
produce the brochure.
Vice Mayor Kniss confirmed the expenses were in addition to the $25,000.
Ms. Shen stated yes.
Vice Mayor Kniss asked that the firms bring a breakdown of their fee.
2. Discussion and Direction on Information to be Included in the City
Clerk Recruitment Flyer.
Council Member Klein asked why the Parking Examiner position was listed
under the City Clerk duties to oversee.
Kathy Shen, Chief People Officer; People, Strategy and Operations,
explained Staff was working closely with the City Attorney’s office to assume
the role prior to removing it from the City Clerk responsibility.
Vice Mayor Kniss asked if there was new information on the flyer from prior
City Clerk recruitments.
Ms. Shen noted on the back page there was a suggestion for a change in the
minimum qualifications; to a minimum of a Bachelor’s Degree with a
Master’s Degree preferred.
Vice Mayor Kniss understood and agreed.
Ms. Shen recommended experience with city or county administration or an
elected official.
Mayor Shepherd asked if the position would remain as the elections official.
Ms. Shen stated yes.
Vice Mayor Kniss asked what was meant by the following sentence: Ability to
maintain mental capacity that allowed the capabilities in making sound
decisions.
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MINUTES
6 October 30, 2014
Draft CAO Committee Minutes
Ms. Shen said it was in reference to the quality in decision making.
Vice Mayor Kniss felt the wording was awkward and unclear.
Council Member Klein recommended striking the word ability which was used
too frequently in the current flyer.
Mayor Shepherd noted the information was from the recruitment of 1995
with minor updates in 2011.
Ms. Shen agreed to reword.
Vice Mayor Kniss felt the following wording was interesting and should be
addressed for clarity: to maintain custody of public records.
Council Member Klein asked why “the ability to train and supervise staff
members” was a separate bullet point. He was uncertain what was meant by
the phrase “effective discrimination”.
Vice Mayor Kniss was not able to locate the technical requirements added to
the position.
Ms. Shen agreed the flyer needed to be re-written. She added a bullet at the
bottom on technology to apply to agendas, packets, public records requests,
conflict of interest and campaign statements.
Mayor Shepherd suggested calling out the current technology used; Minute
Traq and NetFile. She asked what was meant by conflict of interest and
campaign statements.
Ms. Shen clarified those terms referred to the Fair Political Practices (FPPC)
Commissions forms 700, 460, 410, 470 and the like associated with
contributions.
Council Member Klein requested to see the technology section expanded.
Vice Mayor Kniss agreed.
Council Member Klein suggested adding lines such as “ability and experience
to work with the technological skills of the office and work with the City’s
Chief Technology Officer”. Technology should be a key criteria in the
recruitment.
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MINUTES
7 October 30, 2014
Draft CAO Committee Minutes
Vice Mayor Kniss suggested reviewing other cities recruitment flyers for City
Clerks for a more updated description.
Ms. Shen requested to add critical thinking skills in addition to the ability to
operate the technological capabilities of the office.
Mayor Shepherd asked for a new term for self-starter.
Vice Mayor Kniss believed that terminology fell under critical thinker and
initiative.
Mayor Shepherd asked Staff to bring back the City Clerk financial packet;
she believed the current position had a vehicle allowance.
Council Member Klein clarified the City Council established a Policy that there
would no longer be a vehicle allowance.
Ms. Shen agreed to return to the Committee with the current City Clerk
financial packet. The current base was $134, 784 plus the vehicle allowance.
Mayor Shepherd asked for Staff to return to the Committee with the City
Clerk’s retirement plan and the City Auditor’s retirement plan. She noted the
City Manager had a vehicle allowance and asked if the City Attorney did as
well.
Ms. Shen agreed to supply the information and noted she did not believe the
City Attorney had a vehicle allowance but she would verify. The City
Attorney did have a larger deferred compensation plan than the current City
Clerk package.
FUTURE MEETINGS AND AGENDAS
Proposed next meeting November 14, 2014
ADJOURNMENT: Meeting adjourned at 5:45 P.M.
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