Loading...
HomeMy WebLinkAbout11042020 City Council Special Meeting Packet Seward City Council Agenda Packet • Special City Council Meeting Wednesday, November 4, 2020 Council Chambers, City Hall S:30 p.m. PUBLIC NOTICE TEMPORARY PROCESS FOR CITIZEN COMMENTS AT NOVEMBER 4, 2020 SEWARD CITY COUNCIL SPECIAL MEETING The Seward City Council will hold a Virtual Special Meeting on Wednesday, November 4, 2020. Because the City of Seward is currently experiencing a declared public health emergency due to Coronavirus Disease 2019 (COVID-19), alternate methods for providing Citizen Comments and Public Hearing Testimony has been created. How To Submit Your CITIZEN COMMENTS 1. Email your WRITTEN comments to clerkgcityofseward.net no later than 2:00 p.m. on Wednesday, November 4, 2020. • Identify whether you want your comments READ ALOUD at the meeting or EMAILED to council upon receipt. In response to your email, you should expect to receive a verification email from the clerk confirming the method of delivery — if you do not receive this email,please call the clerk at 224-4045. • Comments requested to be read aloud will be delivered verbally to council by the City Clerk at the appropriate time during the meeting. 2. If you wish to be called on the telephone during the meeting to provide your comments TELEPHONICALLY, send an email request to the City Clerk along with your contact information to clerkLcityofseward.net, including your full name and the telephone number you wish to have called. • The clerk must receive your request no later than 2:00 p.m. on Wednesday, November 4, 2020. • Identify whether you wish to be called during the FIRST or SECOND citizen comment period, or both. • If you wish to be contacted for the first Citizen Comment period, please be prepared to answer your phone starting at 5:30 p.m. • If you wish to be contacted for the second Citizen Comment period, there is no estimate of time to expect the call. In response to your email, you should expect to receive a verification email from the clerk—if you do not receive this email, please call the clerk at 224-4045. • All Citizen Comments will be timed and limited to three minutes (first period) or five minutes (second period). The telephone number will be called ONE time; if there is no answer, the clerk will move on to the next citizen. THERE WILL BE NO IN PERSON COMMENTS FOR THIS MEETING. How To Virtually ATTEND The Meeting 1. The meeting will be Live Streamed on the city's YouTube page. Log onto YouTube and type "City of Seward Alaska" into the search bar. 2. Listen on the radio. Tune to KIBH-FM 91.7 3. Watch on television. Tune into GCI Cable Channel 9. SPECIAL MEETING REQUEST Pursuant to Seward City Code 2.10.030 (2), this is to serve as the written notice calling a Special City Council Meeting on Wednesday, November 4, 2020 at 5:30 p.m. for the purpose of- Discuss the recruitment of a new permanent City Manager Go into executive session regarding the Jesse Lee Home, per SCC 2.10.010 (b) (3) matters pertaining to threatened or pending litigation The meeting will commence in the City Council Chambers, City Hall, 410 Adams Street, Seward. All interested persons are invited to attend the meetings. This special meeting was scheduled by city council at the October 26, 2020 city council meeting. Upon this request the City Clerk will give due and proper notice as required by SCC 2.10.032 (No business shall be transacted other than stated above.) SPECIAL MEETING NOTICE Pursuant to Seward City Code 2.10.030 (2), this is to serve as the written notice calling a Special City Council Meeting on Wednesday, November 4, 2020 at 5:30 p.m. for the purpose of- Discuss the recruitment of a new permanent City Manager Go into executive session regarding the Jesse Lee Home, per SCC 2.10.010 (b) (3) matters pertaining to threatened or pending litigation The meeting will commence in the City Council Chambers, City Hall, 410 Adams Street, Seward. All interested persons are invited to attend the meetings. Posted: Tuesday, October 27, 2020 City Hall bulletin board U.S. Post Office Harbormaster's Building Seward Community Library Museum Published: Seward Journal, City Calendar, October 28 &November 4, 2020 The City of Seward, Alaska Special City Council Meeting Wednesday, November 4, 2020 5:30 p.m. Christy Terry 1. CALL TO ORDER Mayor Term Expires 2022 2. PLEDGE OF ALLEGIANCE Tony Baclaan 3. ROLL CALL Vice Mayor Term Expires 2022 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Sue McClure [Those who have signed in will be given the first opportunity to speak. Time Council Member is limited to 3 minutes per speaker and 36 minutes total speaking time for this agenda item.] Term Expires 2023 5. APPROVAL OF AGENDA AND CONSENT AGENDA Sharyl Seese [Approval of Consent Agenda passes all routine items indicated by asterisk Council Member (*). Consent Agenda items are not considered separately unless a council Term Expires 2021 member so requests. In the event of such a request, the item is returned to the Regular Agenda] John Osenga 6. NEW BUSINESS Council Member A. Other New Business Term Expires 2021 1. Discuss the recruitment of a new permanent City Liz DeMoss Manager. ............................................... Pg. 2 Council Member 7. CITIZEN COMMENTS[There is no sign in for this commentperiod. Term Expires 2023 Time is limited to five(5) minutes per speaker.] Ristine Casagranda 8. COUNCIL AND ADMINISTRATION COMMENTS & Council Member RESPONSE TO CITIZEN COMMENTS Term Expires 2022 9. EXECUTIVE SESSION A. Go into executive session regarding the Jesse Lee Home, per SCC 2.10.010(b)(3)matters pertaining to threatened or pending litigation. ................................ Pg. 23 Norm Regis Acting City Manager 10. ADJOURNMENT Brenda Ballou City Clerk Brooks Chandler City Attorney City of Seward, Alaska Council Agenda November 4, 2020 Page I Memorandum Date: November 4, 2020 From: Brenda Ballou, City Clerk RE: Options for New Permanent City Manager Hire BACKGROUND The two most recent permanent city manager hires were conducted in late 2018/early 2019, and the summer of 2011. The hiring of an interim city manager occurred in the summer of 2018. Different methods were used for the hires: in-house and through a recruiting firm. 2011 Permanent: In 2011, former city manager Philip Oates submitted his resignation with 90 days' notice. The city council directed former city clerk Johanna Kinney to advertise for the position, gather the applications, and prepare council for reviewing and scoring the candidates. Council reviewed and updated the job description and interview questions. Council made an offer to their first choice candidate, which was later rescinded, and then made an offer to Jim Hunt which was accepted. 2018 Interim: In 2018, following Jim Hunt's resignation, council directed city clerk Brenda Ballou to advertise for an interim city manager rather than a permanent because council wished to wait until after the municipal election to recruit for the permanent hire. The position was advertised, applications were gathered, candidates were reviewed and scored in a public work session, and interviews were conducted. Council selected Jeff Bridges as their first choice candidate for interim city manager for an approximate 6-month hire. 2018 Permanent: In late 2018, interim city manager Jeff Bridges brought forward the idea of using a vendor to conduct the search for the next new permanent city manager. Bridges cited the advantages as including: broad reach, skills test, strenuous background checks, and professional advertising materials. With council approval, Bridges issued an RFP for recruitment firms, and council hired GovHR in January, 2019 to handle the recruitment of the city's next permanent city manager. Former city manager Scott Meszaros was hired, after the declination of first choice candidate Erin Reinders. RECRUITMENT CHOICES Council has the option to choose any method for recruitment they wish: • In-House: Similar to previous, council would review and update the city manager job description, advertisement, and interview questions, the position would be advertised as widely as possible, and applications gathered. Applications would be reviewed at a work session, finalists would be determined, and then interviews (in person or virtual) would be scheduled. Council would meet in executive session to discuss interview results and 2 decide which candidate to make an offer to. A negotiating team would be assigned to extend an offer and settle a contract. • Recruiting Firm: Council may use the services of GovHR again for recruitment of a new permanent city manager; we simply have to notify GovHR in writing. There will be some travel expenses involved, but no additional cost against the contract. GovHR Contract: It is the policy of GovHR to assist our clients until an acceptable candidate is appointed to the position. Therefore, no additional professional fee would be incurred should the City not make a selection from the initial group of recommended candidates and request additional candidates be developed for interview consideration. Additional reimbursable expenses may be incurred should the situation require consultant travel to Seward beyond the planned four visits. Upon appointment of a candidate, GovHR provides the following guarantee: should the selected and appointed candidate, at the request of the City or the employee's own determination, leave the employ of the City within the first 24 months of appointment, we will, if desired, conduct one additional recruitment for the cost of expenses and announcements only, if requested to do so within six months of the employee's departure. In addition, in accordance with the policy of our firm as well as established ethics in the executive search industry, we will not actively recruit the placed employees for a period of five years. RECOMMENDATION Council consider which recruitment approach they wish to pursue and give direction to the city clerk to either begin the advertisement process for in-house recruitment, or to contact GovHR in writing to start the vendor process. 3 2011 Permanent Hire Sponsored By: City Clerk CITY OF SEWARD,ALASKA RESOLUTION 2011-102 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROPRIATING $6,783.42 FOR EXPENDITURES RELATED TO THE 2011 CITY MANAGER HIRE WHEREAS, in .Lune 2011, City Manager Phillip Oates submitted his resignation effective September 30, 2011 which the City Council accepted via Resolution 201 1-054: and WHEREAS, the City Council directed the City Clerk to coordinate efforts to hire a new City Manager; and WHEREAS, costs associated with this process have included advertising the vacancy, travel for in-person interviews, coordinating lunches and a community reception; and WHEREAS,the costs associated with the hiring of the City Manager are not budgeted in the Mayor and Council's budget; and WHEREAS, it was discussed and directed by the Council for the Clerk to come to the City Council after the position was hired to ask for those costs to be appropriated within the Mayor and Council budget; and r. WHEREAS, travel, advertising, and promotion costs related to the City Manager hiring process are listed as follows: Travel (101-1110-5140): $3,698.70 Advertising(101-1110-5120): $2,080.20 Promotions (101-1110-5730): $1,004.52 WHEREAS, the City Clerk's Office respectfully requests appropriation for costs expended for the hiring of the City Manager. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA THAT: Section 1. Funds in the amount of$6,783.42 are hereby appropriated from the General Fund Fund Balance Account Number 101-0000-3050 to the following accounts: $3,698.70 to :Mayor and Council Travel account number 101-1110-5140; $2,080.20 to Mayor and Council Advertising account number 101-1110-5120; $1,004.52 to Mayor and Council Promotions account number 101-1110-5730. Section 2. This resolution shall take effect immediately. i 4 CITY OF SEWARD, ALASKA RESOLUTION 2011-102 PASSED AND APPROVED by the City Council of the City of Seward, Alaska,this 14"' day of November, 2011. THE CITY OF SEWARD,ALASKA (2jfia- DavidvSeawMV,Mai or AYES: Valdatta, Bardarson, Shafer, Casagranda, Terry, Seaward NOES: None ABSENT: Kell ABSTAIN: None ATTEST: 1 Z�0 tk Jo canna Kinney, ,MC ty Clerk (City Seal) 10 4ft r°°yGj a s r s sw plppp•i•a•• l 5 Council Agenda Statement Meeting Date: November 14, 2011 To: Mayor and Council From: Johanna Kinney, City Clerk Agenda Item: Reimbursement to Mayor and Council funds for City Manager Hire Expenses BACKGROUND AND JUSTIFICATION: Upon the resignation of City Manager Phillip Oates, Council directed the City Clerk to coordinate the logistics of hiring a new City Manager on the behalf of the City Council. The Clerk's Office assisted the Council in advertising the vacancy in several media outlets, by arranging travel costs for in person candidate interviews, and promotional events including lunch with the candidates and a community reception for the top three candidates. INTENT: During the process, it was determined through council discussion that the City Clerk should come back to the council with the costs associated with this process for appropriation as these costs were not budgeted in the Mayor and Council budget for this year. The breakdown of these costs are as follows: $2,080.20 for advertising in the Alaska Municipal League classifieds, Monster.com, Anchorage Daily News, GovJobs, ICMA, Seward Phoenix Log, Alaska Journal of Commerce, and the Seward Journal. $3,698.70 travel for flights from Valdez, Missouri, and Idaho, rental cars, lodging, and meals for three candidates. $1,004.52 for lunch and community reception on the day of in person interviews. CONSISTENCY CHECKLIST: Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures or Other Plans or Policies. FISCAL NOTE: Funds in the amount of$6,783.42 are to be appropriated from the General Fund Fund Balance Account. Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: jot, Approve Resolution 2011- , appropriating funds for costs associated with the hiring of the City Manager. � a3 6 2018 Interim Hire City of Seward,Alaska City Council Special Meeting Minutes July 26 2018 Volume 40, Page 486 Main Motion Passed Yes: Towsley,McClure,Casagranda,Seese No: Squires Other New Business Discussion of hiring process, deadlines, and appointment of members to negotiate a contract for an interim city manager: 1. Memorandum by city clerk 2. City manager job description 3. Seward city manager public recruitment notice for advertising in the newspapers 4. Interim city manager contract(example enclosed for Marvin Yoder dated December, 2006) Casagranda was concerned that the employees would not be overloaded with work,and that hiring an interim city manager was held expeditiously. Earnhart said the Alaska Municipal League(AML)had a list of interim city managers who were readily available to step in and fill the role of interim city manager. McClure stated that there has been a public expression of waiting until after the October, 2018 election to conduct the hiring process Council directed the city clerk to make the following updates to the public notice of the Interim City Manager Opening: strike the words,"area wide year-round population 5,000"and replace it with the words, "city-wide population of approximately 2,700"; add the words, "...and parking"to follow, "...streets,parks&recreation";change the average number of cruise ships from 50 to 73;and,strike the words, "Required to be a resident of the City of Seward..." and replace it with the words, "Required to reside in the City of Seward...". Council directed the city clerk to make the following updates to the Interim City Manager Employment Agreement:under Rates of Pay and Terms of Agreement,change the first paragraph to read,"[Name] agrees to devote full time on behalf of the City and not engage in any other business, unless approved by council,and have overall responsibility and authority designated under Seward City Code (SCC) 3.05.015."; change the rate of pay to "[Blank]" per month; change the rate of annual leave accrued to "[Blank]" per month of service or "[Blank]" hours per year•, and, under Housing/Moving Expenses, change the words to read, "...a one-time sum of[Blank] for moving expenses...". Discuss the process for advertising and hiring an Interim City Manager, and direct the city clerk to advertise for the position. Council directed the city clerk to advertise the job opening in the Seward Journal on August 1 & 8, 2018,and also in ADN for one time each of those two weeks.As well,council directed the city clerk to advertise the job opening online in the following places by Monday,July 30,2018: International City Managers Association(ICMA)website,Alaska Municipal League(AML)website,Seward City City of Seward,Alaska City Council Special Meeting Minutes July 26, 2018 Volume 40, Page 487 News,MyAlaska website,and optionally on the International Institute of Municipal Clerks(HMC) website, and the Alaska Association of Municipal Clerks (AAMC) website. Council set the deadline for receiving Interim City Manager applications on Monday, August 13, 2018 at 5:00 p.m. Schedule a work session to conduct public interviews for Interim City Manager applicants. Council scheduled a work session to conduct public interviews for Interim City Manager applicants on Thursday, August 16, 2018 at 5:15 p.m. Council would hold a special meeting immediately following the adjournment of the work session to discuss the candidates. Direct the City Manager to coordinate with the Division of Community and Regional Affairs (DCRA) to schedule a review of administration, personnel, and city council by a Local Government Specialist. Direction previously given May 29, 2018. Council directed the city manager to coordinate this review. INFORMATIONAL ITEMS AND REPORTS —None COUNCIL COMMENTS McClure thanked everyone for coming tonight and said she appreciated the involvement. Towsley thanked everyone for coming to take part in the process. Moving forward, she wanted to proceed with what was best for the city. Squires thanked Hunt for his service to the city and thought he did a good job for the city; there were a lot of projects underway that still needed attention. He thanked everyone for coming tonight and staying through the meeting, and thanked the attorney for his advice tonight. Squires thanked Bruce Jaffa for being reappointed to PACAB. CITIZEN COMMENTS Bruce Jaffa said it was a very interesting meeting tonight; tonight's topic was one of the most important roles for council to attend to. The city manager had a tremendous responsibility and had to make important decisions. Although he lived out of town, Jaffa said he had heard many confusing things from citizens — he cautioned council to not get caught up in the minutia, and encouraged everyone to keep their eye on the big picture and what was best for the community of Seward. Cheryl Seese wanted to say for the record that Jim Hunt had not been treated fairly or with respect and dignity; she thought that was very wrong. She did not understand the point of council's 8 2018/2019 Permanent Hire Sponsored by: Bridges CITY OF SEWARD, ALASKA RESOLUTION 2019-001 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AWARDING A CONTRACT FOR CITY MANAGER RECRUITMENT SERVICES TO GOVHR USA AND APPROPRIATING j FUNDS WHEREAS, City Administration issued a request for proposal for recruitment services in order to fill the vacant City Manager position; and WHEREAS, the request was properly advertised in a newspaper of local circulation for the required two-week period and sent to a variety of state and national recruitment firms; and WHEREAS, the City received five proposals properly submitted and opened publicly by the Assistant City Manager and City Clerk on December 21, 2018; and WHEREAS, Seward City Council held a work session on January 3, 2019 to score and discuss the proposals; and f WHEREAS, Seward City Council identified GovHR USA as the proposal best suited for the fulfillment of the Seward City Manager position; and WHEREAS, the contract with GovHR USA consists of a recruitment fee of $14,000, ;j expenses not to exceed $6,500 and advertising fees of up to $2,500. Additional expenses will be incurred for the travel and accommodations for candidates interviewed; and 4 WHEREAS, GovHR USA will conduct additional recruitment services for the cost of expenses and announcements if the selected candidate separates from the City within 24 months 1 of a contract agreement. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE ' CITY OF SEWARD,ALASKA that: Section 1. The city manager is hereby authorized to enter into a contract with GovHR USA, an executive recruitment service, for the purposes of hiring a city manager, in substantial form as attached hereto. Section 2. Funding in the amount of $23,000 is hereby appropriated from the General Fund Reserves account no. 01000-0000-3400 to the city manager contracted services account no. 0 1 000-1 1 20-7009. Section 3. This resolution shall take effect immediately upon adoption. ti i i 9 1 CITY OF SEWARD,ALASKA RESOLUTION 2019-001 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14`n day of January, 2019. THE CITY OF SEWARD, ALASKA David Squires,May r AYES: Towsley, Lane, Osenga, Horn, McClure, Squires NOES: None ABSENT: Seese ABSTAIN: None ATTEST: renda J. Ballo N C City Clerk `.x* rxxreda . (City Seal.� OF Se""'..�,v i I SEAL . s 10 Agenda Statement Meeting Date: January 14, 2019 ' To: Seward City Council From: Jeff Bridges, Interim City Manage Agenda Item: City Manager Recruitment Services BACKGROUND & JUSTIFICATION Seward City Council directed Administration to advertise a Request for Proposal for executive recruitment services. The request was properly advertised per Seward City Code and sent to a variety of State and National recruitment firms. The City received five proposals, all deemed to have been properly submitted by the City Clerk and Assistant City Manager during the proposal opening on December 21",2018. Seward City Council held a work session on January 3',2019 to review,score and discuss the proposals and select their desired firm.Council identified that the proposal submitted by GovHR USA was best suited for the fulfillment of the Seward City Manager position. INTENT: To authorize the Interim City Manager to sign and award a contract with GovHR USA for City Manager recruitment services for a total project cost of $23,000 ($14,000 recruitment fee, $6,500 for recruitment expenses and $2,500 for advertising costs). CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan X Strategic Plan: The mission of the City of Seward government it is to 2. provide quality leadership, operate efficiently and be responsive to the X desires of its residents 3. Other (list): FISCAL NOTE: Funding for this recruitment effort was not included in the budget. Therefore, an appropriation will be requested from General Fund reserves. Approved by Finance Department: ' ATTORNEY REVIEW: Yes X No RECOMMENDATION: Council approve Resolution 2019-001, awarding a contract with GovHR USA for City Manager recruitment services for $23,000. 86 GovHR Contract GovHRUSA GovTetnpSU5A CONTRACT THE CITY OF SEWARD ALASKA AND GovHR USA LLC The City of Seward,Alaska("Client")agrees to retain GovHR USA, LLC("Recruiting Firm")for the purpose of assisting in the recruitment and selection of the City Manager, in accordance with GovHR's Proposal dated December 5, 2018.The terms of the Proposal are incorporated herein and shall become a part of this contract. INDEPENDENT CONTRACTOR: The services provided by Recruiting Firm under this agreement are provided as an independent contractor. Nothing in this agreement shall be construed as creating the relationship of principal and agent,joint venturers,or employer and employee, between Recruiting Firm and Client. i ASSIGNMENT:This agreement and all of its provisions are binding on and inureto the benefit of Recruiting Firm and Client and their respective successors and permitted assigns,but neitherthis agreement nor any of the rights,interests,or obligations hereunder may be assigned by either party without the priorwritten I consent of the other. {SON-DISCRIMINATION: Recruiting Firm does not discriminate in referrals, or consent to discrimination by its clients,against any candidate on the basis of age,race,color, religion,disability,sex,national origin, or veteran status. GOVERNING LAW:This agreement will be governed by and enforced in accordance with the laws of the State of Alaska. The parties agree that state and federal courts within the State of Alaska shall have exclusive jurisdiction over any litigation brought or arising out of this agreement. TOTAL PROJECT COST:$23,000($14,000 for recruitment fee,$6,S00 for recruitment expenses and$2,500 for advertising costs). PAYMENT TERMS: GovHR will invoice the City in accordance with the terms outlined in the Proposal. Payment is due within 30 days of receipt of the invoice.Payments not received within 30 days will incur a 2% monthly surcharge. ADDITIONAL SERVICES: Any additional services shall be requested by Seward City Council and will be negotiated and agreed to as an addendum to this contract. 630 Dundee Road,Suite 130,Northbrook,IL 60062 Local:847,380.3240 Toll Free:855.68GovHR(855.684.6847) Fax:966.401.3100 GovHRUSA com EXECUTIVE RECRUITMENT INTERIM STAFFING MANAGEMENT AND HUMAN RESOURCE CONSULTING i 12 3 GovHRUSA GovTemp%USA ACCEPTED: A--rf[s r THE CITY OF SEWARD.ALASKA BY: TITL . MCI DAT A �� tLO -.. � ��C GovHR USA,L.0 BY: s.tS� V LML. a ���1JJ gA�g��®asn.yg�� TITLE: A s��2.vr"� /C.c—�llr}ht'`+ o°m� OF 0,�.: DATE: SEAL _ 1 � 4 t i 630 bundee Road,Suite 130,Northbrook,IL 60062 Local:847.380.3240 Toll Free:855.68GovHR(855.684.6847) Fax:866.401.3100 GovHRUSA.com EXECUTIVE RECRUITMENT INTERIM STAFFING MANAGEMENT AND HUMAN RESOURCE CONSULTING 13 GovHR Proposal GovHRUSA GovTempsUSA December 5, 2018 Ms. Brenda Ballou City Clerk City of Seward P. O. Box 167 410 Adams Street Seward, AK 66994 Dear Ms. Ballou: Thank you for the opportunity to provide you with a proposal for the City Manager recruitment and selection process for the City of Seward. GovHR USA ("GovHR") prides itself on a tailored, personal approach to executive recruitment and selection, able to adapt to your specific requirements for the position. Qualifications and Experience GovHR is a public management consulting firm serving municipal clients and other public-sector entities on a national basis. Our headquarters offices are in Northbrook, Illinois. We are a certified Female Business Enterprise in the State of Illinois and work exclusively in the public sector. We have 11 full time and 8 part time employees and 23 project consultants. GovHR offers customized executive recruitment services and completes other management studies and consulting projects for communities. Please note the following key qualifications of our firm: ➢ Since our establishment in 2009, our consultants have conducted hundreds of recruitments in 29 states, with an increase in business of at least 30% each year. Twenty-eight (28%) of our clients are repeat clients, the best indicator of satisfaction with our services. ➢ Surveys of our clients show that 94% rate their overall experience with our firm as Outstanding and indicate that they plan to use our services or highly recommend us in the future. ➢ Our state of the art processes, including extensive use of social media for candidate outreach and skype interviews with potential finalist candidates, ensure a successful recruitment for your organization. ➢ Our high quality, thorough Recruitment Brochure reflects the knowledge we will have about your community and your organization and will provide important information to potential candidates. ➢ We provide a two-year guarantee for our recruitments. Less than 1% of our clients have had to invoke the guarantee. ➢ The firm has a total of twenty-three consultants, both generalists and specialists (public safety, public works, finance, parks, etc.), who are based in Arizona, Florida, Illinois, Indiana, Michigan, and Wisconsin, as well as five reference specialists and eight support staff. Our consultants are experienced executive recruiters who have conducted over 600 recruitments, working with cities, counties, special districts and other governmental entities of all sizes throughout the country. In addition, we have held leadership positions within local government, giving us an understanding of the complexities and challenges facing today's public-sector leaders. 630 Dundee Road,Suite 130, Northbrook, Illinois 60062 Local: 847.380.3240 Fax: 866.401.3100 GovHRUSA.com EXECUTIVE RECRUITMENT • INTERIM STAFFING • MANAGEMENT AND HUMAN RESOURCE CONSULTING 14 HR USA Gn Te p,Ul Page 2 GovHR is led by Heidi Voorhees, President, and Joellen Earl, Chief Executive Officer. Ms. Voorhees previously spent 8 years with the nationally recognized public-sector consulting firm, The PAR Group, and was President of The PAR Group from 2006 — 2009. Ms. Voorhees has conducted more than 250 recruitments in her management consulting career, with many of her clients repeat clients, attesting to the high quality of work performed for them. In addition to her 12 years of executive recruitment and management consulting experience, Ms. Voorhees has 19 years of local government leadership and management service, with ten years as the Village Manager for the Village of Wilmette, IL. Ms. Earl is a seasoned manager, with expertise in public sector human resources management. She has held positions from Human Resources Director and Administrative Services Director to Assistant Town Manager and Assistant County Manager. Ms. Earl has worked in forms of government ranging from Open Town Meeting to Council-Manager and has supervised all municipal and county departments ranging from Public Safety and Public Works to Mental Health and Social Services. Attached to this proposal is a list of the more than 125 successful top Manager-level recruitments (City Manager, Village Manager, County Administrator, etc.) conducted by GovHR consultants since the firm's inception in 2009. Consultant Assigned GovHR Vice President Steve Veitch will be responsible for your recruitment and selection process. He will be assisted by a home office Recruitment Coordinator and a Reference Specialist. Mr. Veitch's biography is attached to this Proposal and his contact information is: Steve Veitch Vice President GovHR USA Telephone: 480-216-9203 Facsimile 866.401.3100 Email: Sve itch(a)govhrusa.com Mr. Veitch is currently working on the City Auditor recruitment for Dallas, Texas. He has conducted three successful recruitments for Unalaska, including the City Manager and the Fire Chief in 2017, and the Finance Director in 2016. A complete list of Mr. Veitch's and GovHR's clients is available on our website at www.govhrusa.com References The following references can speak to the quality of service provided by GovHR: Unalaska, AK (City Manager, 2017)—Steve Veitch (Fire Chief, 2017)—Steve Veitch (Finance Director, 2016)—Steve Veitch Erin Reinders Assistant City Manager 43 Raven Way Unalaska, AK 99685 (907) 581-1251 ereindersa-ci.unalaska.ak.us Yuma County, AZ(County Administrator, 2015) - Steve Veitch Felicia Frausto 15 HR USA G-T-p,Ul Page 3 Human Resources Director 98 S. Main Street Yuma, AZ 85364 928-373-1171 Felicia.Fraustoa-yumacountyaz.com La Vista, NE (Finance Director, 2014) —Steve Veitch Kevin Pokorny Director, Administrative Services 8116 Park View Blvd La Vista, NE 68128 (402) 331-4343 kpokornya-cityofla vista.org Lake Forest, IL(City Manager, 2018)— Heidi Voorhees Robert T. E. Lansing, Mayor City of Lake forest 390 E. Wisconsin Ave. Lake Forest, IL 60045 847-226-0511 lansingr(cDcityoflakeforest.com Meriden, CT(City Manager, 2018)— Heidi Voorhees Marci Nogueira Director of Human Resources 142 East Main Street Meriden, CT 06450 203-630-403Mnogueiraa-meridenct.gov Scope of Work A typical recruitment and selection process takes approximately 175 hours to conduct. At least 50 hours of this time is administrative, including advertisement placement, reference interviews, and due diligence on candidates.We believe our experience and ability to professionally administer your recruitment will provide you with a diverse pool of highly qualified candidates for your City Manager search. GovHR clients are informed of the progress of a recruitment throughout the entire process. We are always available by mobile phone or email should you have a question or need information about the recruitment. GovHR suggests the following approach to your recruitment, subject to your requests for modification: Phase I— Position Assessment, Position Announcement and Brochure Development Phase I will include the following steps: ➢ One-on-one or group interviews will be conducted with elected officials, appointed officials, staff, business community representatives and any other stakeholders identified by the client to develop our Recruitment Brochure. The Proposal assumes up to two full days and one night depending upon the client's needs. We can also utilize dedicated email and surveys to obtain feedback from stakeholder groups. Previous clients have invited community leaders to meetings with our consultants; other clients have developed surveys for the community or organization; and some clients request we use a combination of these methods to fully understand community and 16 HR USA Gn Te p,Ul Page 4 organizational needs and expectations for the next City Manager. We will work closely with you on the format that best meets your needs. ➢ Development of a Position Announcement. ➢ Development of a detailed Recruitment Brochure for your review and approval. ➢ Agreement on a detailed Recruitment Timetable — a typical recruitment takes 90 days from the time you sign the contract until you are ready to appoint the finalist candidate. Phase II —Advertising, Candidate Recruitment and Outreach We make extensive use of social media as well as traditional outreach methods to ensure a diverse and highly qualified pool of candidates. In addition, our website is well known in the local government industry —we typically have 5,000 visits to our website each month. Finally, we develop a database customized to your recruitment and can do an email blast to thousands of potential candidates. Phase II will include the following steps: ➢ Placement of the Position Announcement in appropriate professional online publications. In addition to public sector publications and websites, outreach will include Linkedln and other private sector resources. We can provide the City with a list of where we intend to place the position announcement, if requested. ➢ The development of a database of potential candidates from across the country unique to the position and to the City, focusing on the leadership and management skills identified in Phase I as well as size of organization, and experience in addressing challenges and opportunities also outlined in Phase I. This database can range from several hundred to thousands of names depending on the parameters established for the outreach. Outreach will be done in person, and through e-mail and telephone contacts. GovHR consultants have extensive knowledge of the municipal government industry and will personally identify and contact potential candidates. With more than 600 collective years of municipal and consulting experience among our consultants, we often have inside knowledge about candidates. Phase III —Candidate Evaluation and Screening Phase III will include the following steps: ➢ Review and evaluation of candidates' credentials considering the criteria outlined in the Recruitment Brochure. Candidates will be interviewed by skype or facetime to fully grasp their qualifications, experience and interpersonal skills. The interviews include asking specific questions about their experiences and skill sets as well as asking questions specific to the City Manager. We will ask follow up questions and probe specific areas. By utilizing skype or facetime we will have an assessment of their verbal skills and their level of energy for and interest in the position. ➢ Formal and informal references and an internet/social media search of each candidate will be conducted to further verify candidates' abilities, work ethic, management and leadership skills, analytical skills, interpersonal skills, ability to interact with the media, and any areas identified for improvement. 17 HR USA Gn Te p,Ul Page 5 ➢ All resumes will be acknowledged and contacts and inquiries from candidates will be personally handled by GovHR, ensuring that the City's process is professional and well regarded by all who participate. Phase IV— Presentation of Recommended Candidates Phase IV will include the following steps: ➢ GovHR will prepare a Recruitment Report that presents the credentials of those candidates most qualified for the position.You will advise us of the number of reports you will need for the individuals involved in this phase of the recruitment and selection process.We provide a binder which contains the candidate's cover letter and resume. In addition, we prepare a "mini" resume for each candidate, so that each candidate's credentials are presented in a uniform way. GovHR will provide you with a log of all candidates who applied. You may also review all the resumes, if requested. ➢ GovHR will meet with you on-site to review the Recruitment Report and expand upon the information provided. The report will arrive two to three days in advance of the meeting, giving you the opportunity to fully review it. In addition to the written report, we will spend 2 to 3 hours discussing the candidates by reviewing their skype interviews and providing excerpts from the references we will have conducted on the individuals. Phase V—Interviewing Process Phase V will include the following steps: ➢ After the Recruitment Report is presented, the Interviewing Process will be finalized including the discussion of any specific components you deem appropriate, such as a writing sample or oral presentation. ➢ GovHR will develop the first and second round interview questions for your review and comment. GovHR will provide you with interview books that include the credentials each candidate submits, a set of questions with room for interviewers to make notes, and evaluation sheets to assist interviewers in assessing the candidate's skills and abilities. ➢ GovHR will work with you to develop an interview schedule for the candidates, coordinating travel and accommodations. In addition to a structured interview with the City, the schedule will incorporate a tour of Seward's facilities and interviews with senior staff, if the City so desires. ➢ Once candidates for interview are selected, additional references will be contacted, along with verification of educational credentials, criminal court, credit, and motor vehicle and records checks. ➢ GovHR recommends a two-step interviewing process with (typically) five or six candidates interviewed in the first round. Following this round,we strongly suggest that two or three candidates are selected for second round interviews. Again, we will prepare a second round of interview questions and an evaluation sheet. ➢ GovHR consultants will be present for all the interviews, serving as a resource and facilitator. Phase VI —Appointment of Candidate ➢ GovHR will assist you as much as you request with the salary and benefit negotiations and drafting of an employment agreement, if appropriate. 18 HR USA Gn Te p,Ul Page 6 ➢ GovHR will notify all applicants of the final appointment, providing professional background information on the successful candidate. Citizen Involvement in the Recruitment Process GovHR has entered into an exclusive strategic partnership with Polco. Polco provides the tools for municipalities to collect citizens'views. Community responses are validated using the local voter database to verify the responses. Civic engagement is enhanced by using websites, widgets, and apps to meet the citizens where they are. Citizens become more active and informed participants in the process by voicing their views to municipal leaders and other citizens. Polco makes voicing opinions accessible, easy and convenient. It is an excellent tool that can be used to solicit input during the recruitment process and can be used in the future for a wide variety of purposes related to civic engagement. This is an optional service. Pricing available upon request. Leadership/Personality Assessments GovHR has experience working with a wide variety of leadership and personality assessment tools, depending on the qualities and experiences the client is seeking in their candidates. These include but are not limited to Luminaspark, Caliper, DISC and others. Typically these tools cost $300 per candidate to administer. This fee is not included in our proposal. Recruitment Schedule A detailed recruitment schedule will be provided in Phase I. The recruitment and selection process typically takes 90 days from the time the contract is signed until the candidate is appointed. We can work with you on a shorter process, should you so desire. Our typical recruitment process includes the following milestones and deliverables: ➢ Weeks 1 -2 On-site interviews of City officials and staff, development and approval of recruitment brochure Deliverable: recruitment brochure ➢ Weeks 3 -8 Placement of professional announcements; candidate identification, screening, interview and evaluation by consultant ➢ Week 9 Consultant recommendation to the City of qualified candidates Deliverable: recruitment report ➢ Week 10 Selection of candidate finalists by the City; additional background and reference checks, report preparation and presentation Deliverable: interview reports including suggested questions and evaluation sheets ➢ Weeks 11-12 Interviews of selected finalist candidates; recommendation of final candidate; negotiation, offer, acceptance and appointment 19 HR USA Page 7 Summary of Costs Price Recruitment Fee: $14,000 Recruitment Expenses: (not to exceed) 6,500 ➢ Expenses include consultant travel, postage/shipping, telephone, support services, candidate due diligence efforts. copying etc. Advertising: 2,500* *Advertising costs over $2,500 will be placed only with client approval. If less than $2,500, Client is billed only for actual cost. Total: $23,000** **This fee does not include travel and accommodations for candidates interviewed. Recruitment brochures are produced as electronic files. Printed brochures can be provided, if requested, for an additional cost of $900. The above cost proposal is predicated on four consultant visits to the City;the first for the recruitment brochure interview process (up to two full days and one night, depending upon the client's needs; if additional days are needed they will be billed at $500 per half day and $950 for a full day, plus additional hotel charges, if required); the second to present recommended candidates; and the third and fourth for the candidate interview process (second round interviews are often scheduled a week or so following the first round interviews). Any additional consultant visits requested by the City will be billed at $125/hour; $500 for a half day and $950 for a full day. The additional visits may also result in an increase in the travel expenses and those expenses will be billed to the client. Payment for Fees and Services Professional fees and expenses will be invoiced as follows: 1st Payment: 1/3 of the Recruitment Fee (invoice sent upon acceptance of our proposal). 2"d Payment: 1/3 of the Recruitment Fee and expenses incurred to date (invoice sent following the recommendation of candidates). Final Payment: 1/3 of the Recruitment Fee and all remaining expenses (invoice sent after recruitment is completed). Recruitment expenses and the costs for printing the Recruitment Brochure will be itemized in detail. Payment of invoices is due within thirty (30) days of receipt (unless the client advises that its normal payment procedures require 60 days.) Philosophy Executive search is an important decision-making process for an organization and our primary goal is to provide our client with the information to make the best hiring decision. Our firm's executive recruitment philosophy embraces a professional process of integrity, trust, and respect toward all parties involved, and complete commitment toward meeting the expressed needs and desires of our client. All of our services 20 Guarantee HR USA Gn Te p,Ul Page 8 are handled by principals of the firm who have established and well-regarded reputations in the search field, as well as actual operating experience in the public management fields in which they now consult. Each has impeccable professional credentials and unblemished personal reputations. Keeping both our client and prospective candidates informed on the status of the recruitment on a regular basis is also an important part of our recruitment process. Our work is carried out in an open manner with particular attention given toward seeking out critical factors of a client's organization and governance, and utilizing such information respectfully and discreetly in seeking out candidates who truly have the ability to meet the expectations and needs of the client—working strenuously in developing a fully qualified, "best match" candidate pool for client consideration. Our process includes assistance in the critical final interview and selection phases of the recruitment, and availability to both client and candidate for months following the appointment. Our process was developed and refined over the years to meet the special, and often unique, needs and circumstances facing our local government, public management, and related not-for-profit clients. GovHR Guarantee It is the policy of GovHR to assist our clients until an acceptable candidate is appointed to the position. Therefore, no additional professional fee would be incurred should the City not make a selection from the initial group of recommended candidates and request additional candidates be developed for interview consideration. Additional reimbursable expenses may be incurred should the situation require consultant travel to Seward beyond the planned four visits. Upon appointment of a candidate, GovHR provides the following guarantee: should the selected and appointed candidate, at the request of the City or the employee's own determination, leave the employ of the City within the first 24 months of appointment, we will, if desired, conduct one additional recruitment for the cost of expenses and announcements only, if requested to do so within six months of the employee's departure. In addition, in accordance with the policy of our firm as well as established ethics in the executive search industry, we will not actively recruit the placed employees for a period of five years. Why Choose GovHR? We ask you to consider the following as you deliberate: ➢ We are a leader in the field of local government recruitment and selection with experience in more than 29 states, in communities ranging in population from 1,000 to 1,000,000. More than 28% of our clients are repeat clients showing a high level of satisfaction with our work. We encourage you to call any of our previous clients. ➢ We are committed to bringing a diverse pool of candidates to your recruitment process.We network extensively with state, city and county management associations, attending more than 20 state and national conferences each year. In addition, we support and attend the meetings of Women Leading Government, the International Hispanic Network, the California Network of Asian Public Administrators, and the National Forum for Black Public Administrators. ➢ We conduct comprehensive due diligence on candidates. Before we recommend a candidate to you, we will have interviewed them via Skype, conducted reference calls, and media and social media searches. Our knowledge of local government ensures that we can ask probing questions that will verify their expertise. ➢ We are your partners in this important process. You are welcome to review all the resumes we receive, and we will share our honest assessment of the candidates. 21 HR USA G-T-p,Ul Page 9 ➢ Our goal is your complete satisfaction. We are committed to working with you until you find the candidate that is the best fit for your position. We believe we have provided you with a comprehensive proposal; however, if you would like a service that you do not see in our proposal, please let us know. We can most likely accommodate your request. This proposal will remain in effect for a period of six months from the date of the proposal. We look forward to working with you on this recruitment and selection process! Sincerely, / Judith M. Schmittgens Corporate Secretary and Compliance Manager GovHR USA Attachment: Consultant Biography ACCEPTED BY THE CITY OF SEWARD, ALASKA BY: TITLE: DATE: 22 FJLH BOYD, CHANDLER, FALCONER & MUNSON, LLP ATTORNEYS AT LAW SUITE 302 911 WEST EIGHTH AVENUE ANCHORAGE, ALASKA 99501 TELEPHONE:(907)272-8401 FACSIMILE:(907)274-3698 bcf@bcfaklaw.com MEMORANDUM TO: Seward City Council FROM: Samuel C. Severin, City Attorney RE: Friends of the Jesse Lee Home DATE: September 23, 2020 Friends of the Jesse Lee Home had title to the Jesse Lee Home by virtue of a quitclaim deed recorded in 2015. The deed contained a condition that the Friends of the Jesse Lee Home must complete certain improvements to the property by August 31, 2019. If the conditions were not met,property ownership reverted back to the City. The conditions were not met. The City Council held a special meeting on August 30, 2019 to vote on whether to extend the contract for one year to allow the Friends of the Jesse Lee Home to complete the required improvements. The Council voted against extending the time allowed in the deed. The City took possession of the property shortly thereafter. Abatement of the Jesse Lee Home began on August 31. On September 2, the Friends of the Jesse Lee Home filed a suit seeking to enjoin the project. On September 3, the Court issued a temporary restraining order, ceasing abatement and demolition for 10 days. The City objected to the issuance of the order,particularly in light of the failure to post a security. After a two-hour hearing on September 8, the court required Friends of the Jesse Lee Home to post a security of$72,000. The security is money posted with the court to protect the defendant (the City) for damages resulting from the issuance of the order if the suit is not meritorious. The $72,000 has been posted. On September 10, the City filed a counterclaim requesting the court declare that Seward has valid title to the property. The counterclaim also requests money damages for delay caused by the lawsuit. On September 14, the City filed a motion for declaratory judgment asking the court to rule that title belongs to the City. The Friends of the Jesse Lee Home has not yet filed their opposition to that motion. Also on September 14, Friends of the Jesse Lee Home filed a motion for a preliminary injunction. Based on that motion, the court extended the temporary restraining order to September 17 and set a hearing, where each side was allotted 50 minutes to argue or present evidence. 23 Friends of the Jesse Lee Home Deed Memorandum September 23, 2020 Page 2 The September 17 hearing was held. Friends of the Jesse Lee Home focused largely on legal argument, arguing that despite the clear language or the reverter clause, further due process was required prior to the City taking possession or abating the home. The City used demonstrated that the real reason the Friends of the Jesse Lee Home was unable to complete the project on time was that at least $4.3 million in grant funding from the state was revoked due to improper use of$2.7 million in grant money. Jackie Wilde testified regarding the plans for the property, including use of a state grant in the amount of$1,073,441.36 that expires in June of 2021. She also testified to the difficulty with stopping and starting abatement, and the difficultly of completing a time-sensitive and weather-dependent project when the court stopped the project after abatement began. On September 23rd, the Court issued another order extending the temporary restraining order until September 30. Friends of the Jesse Lee Home must post a security in the amount of $536,720.73 by 4:30 p.m. on September 30, or the temporary restraining order dissolves. If they do post the security, the court will issue a preliminary injunction. 24