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HomeMy WebLinkAboutMinutes 01-12-2010 SpecialCITY COUNCIL SPECIAL MEETING CAPE CANAVERAL LIBRARY MEETING ROOM 201 Polk Avenue, West Entrance TUESDAY January 12, 2010 5:30 PM MINUTES CALL TO ORDER The Chair called the Meeting to Order at 5:30 P.M. ROLL CALL: Council Members Present: Council Member Bob Hoog Mayor Pro Tem Buzz Petsos Mayor Rocky Randels Council Member Shannon Roberts Council Member Betty Walsh Others Present City Clerk Angela Apperson City Treasurer Andrea Bowers City Attorney Anthony Garganese Public Works Director Walter Bandish Assistant Public Works Director Jeff Ratliff Building Official Todd Morley Planning & Development Director Barry Brown Sheriffs Dept. Commander Alan Moros Assistant city Clerk Mia Goforth DISCUSSION: 1. Discussion and needed action relating to hiring a new city Manager to Include but not limited to: 1a. Firm to conduct search for the new City Manager; Mayor Randels began the meeting by reading a brief summary of agenda item 1a; at the January 5th Regular city council Meeting, City Staff was given direction the task of gathering information on local government recruitment and Anthony Garganese, City Attorney, offered to handle this request. Colin Baenziger & Associates submitted a letter, brochure and proposal for the Council to review; having performed this service City of Cape Canaveral, Florida City Council Special Meeting January 12, 2010 Page 2 of 4 recently for Brevard County and other places, the City can piggy -back off of that price and not have to go out for bid. Mayor Randels stated the action requested of the Council is to provide direction to Staff and possibly make a motion to accept the attached proposal; the financial impact for the firm's services being $21,500. Points of discussion included: • the cooperative purchase approach with Brevard County would be less costly than soliciting other firms by going out for bid; • Attorney Garganese clarified the firm conducted two searches for the City of West Melbourne, the second search fee being $17,500 for a different position and at a discount; ■ request to shorten the timeline of the search, if possible; • whether the principles of the firm conduct the search interviews themselves; • Colin Baenziger & Associates warranty guarantee to the client; • designation of the stakeholders involved: Residents, Council, Advisory Boards, and Staff; • consideration of costs on top of those included in the firm's contract; Andrea Bowers, City Treasurer, provided a report with projected available funds involved; because this item was not anticipated, the money was not budgeted and will require use of Undesignated Reserve Funds; relocation fees for someone out -of -state are estimated to be approximately $60,000; • experience required for the new City Manager include economic development, community development, an awareness of best practices and working with staff among others; and • the semi-finalist and finalist decision process for the candidates, the City Council and the recruiter. Attorney Garganese re- affirmed in his conversation on the phone with Mr. Baenziger during the meeting, the initial price for the City for recruitment of a new City Manager is $21,500; that is what he charged for Brevard County, Orange City and others as a fixed price. Ms. Angela Apperson explained in order to comply with the City's purchasing requirements, the Council must either accept the cost as it is with Brevard County through the cooperative purchase agreement, go out to bid or direct Staff to find another firm to do a cooperative purchase agreement off of; the decision needs to be made within the City's ordinance. Ms. Apperson confirmed that Brevard County did go out for bid during their search process. A motion was made by Ms. Roberts and seconded by Mr. Hoog to accept the proposal by Colin Baenziger & Associates for the search of a new City Manager for the City of cape Canaveral based on a cooperative purchase. Discussion ensued regarding tightening of the time frame in the proposal and confirm the principles of the company be used for the interviews of the candidates. Council consensus was to continue with the existing timeframe in the proposal. The vote on the motion carried 5-0 with voting as follows: Mr. Hoog, For, Mayor Pro Tem Petsos, For; Mayor Randels, For; Ms. Roberts, For and Nis. Walsh, For. City of Cape Canaveral, Florida City Council Special Meeting January 12, 2010 Page 3 of 4 1 b. Interim City Manager; Mayor Randels announced, after much consideration, the Acting City Manager, Angela Apperson, is willing to continue on as Acting city Manager until the search for a permanent City Manager is over. Discussion ensued regarding how the City would reduce cost and staff disruption by keeping Ms. Apperson as the Acting City Manager, the Council confidence in Ms. Apperson's abilities and her past experience as Acting City Manager in the city of Flagler Beach, Florida; hiring a temporary or using existing Staff to augment and continue moving the City clerk's office forward. A motion was made by Mayor Pro Tem Petsos and seconded by Mr. Hoog to continue to keep Angela Apperson as the Interim city Manager of the city. Ms. Apperson thanked the City Council for their confidence in her and stated she looks forward to serving. Discussion continued regarding compensation and the city Personnel Policy; Ms. Bowers confirmed the promotion would come in at the low end of the paysca le. council agreed to continue using the title of Acting city Manager. The vote on the motion carried 5-0 with the voting as follows: Mr. Hoag, For; Mayor Pro Tern Petsos, For; Mayor Randels, For; Ms. Roberts, For and Ms. Walsh, For. Ms. Apperson confirmed for Council "thank you" letters would be forwarded to those individuals who expressed interest in this position. 1c. Job description for the City Manager; Mayor Randels noted the job descriptions provided in the agenda packet for the Cities of Palm Bay, Rockledge, Satellite Beach, Melbourne, West Melbourne as well as the city's own city Manager job description and economic survey highlights prepared by Ms. Kim Agee of Agee consulting, Inc. Ms. Apperson stated there should be no need to vote on this item and shared with council that the City Attorney confirmed this is a part of Colin Baenziger & Associates contract to firm up the city Manager's job description. She further explained her effort tonight was to throw this issue out on the table and get some preliminary discussion going; this gives the council an opportunity to hear from each other in the event they may not have the chance to do so at a later date or for some time. Attorney Garganese responded to Council this will take the job description to another level by creating a Recruitment Profile that will be submitted, as a body, back to the City Council for final approval; this is Council's chance to develop and carry out the ideas it has been discussing for the last two years and find the ideal candidate. Discussion ensued on how the job description has changed since the city first started forty years ago; items moving forward that should be included such as the CRA (Community Redevelopment Agency), Visioning and Economic Development; the concern the City may need more than one person to carry out all of the requirements; the need to create a secondary position to handle Planning and Development; the capability of the staff, the growth of the city and keeping the big picture in mind. City of Cape Canaveral, Florida City Council Special Meeting January 12, 2010 Page 4 of 4 1d. Recognition of Bennett Boucher's service to the City. Ms. Apperson mentioned that by placing the item on the agenda, it is not her intention for this to happen immediately but to provide the Council time for thought and for them to ultimately provide direction. She continued there has to be some time to pass for things like this to be accepted in a positive light, but wanted to make sure the Council and Staff would not forget as well. Ms. Apperson relayed Mr. Boucher would not be available for next Council meeting and he hopes this can be done in a few months. Discussion included looking at examples from other cities; the possibility of a resolution, a plaque, a gift or part of a regular City Council meeting or a special meeting to give special thanks; forming a list of people to contact who really want to say something; the possibility of a community event or dedicating the first Friday Night Fest to Mr. Boucher as a kick off to that event; the importance of consulting with Mr. Boucher beforehand. Council consensus was to have recognition of the former city Manager, Bennett Boucher, sometime in the near future. There being na.further business, the Meeting adjourned at 6:38 P.M. Mia Goforth, Assistant City Clerk Rocky Randels, MAYOR