HomeMy WebLinkAboutMinutes - 20090413 - Manager Search APPROVED 5/5/2009
MINUTES
ORANGE COUNTY BOARD OF COMMISSIONERS
SPECIAL MEETING
April 13, 2009
7:00 p.m.
The Orange County Board of Commissioners met to discuss the Manager's search
process on Monday, April 13, 2009 at 7:00 p.m. at the Southern Human Services Center in
Chapel Hill, N.C.
COUNTY COMMISSIONERS PRESENT: Chair Valerie Foushee and Commissioners
Alice M. Gordon, Pam Hemminger, Barry Jacobs, Mike Nelson, Bernadette Pelissier, and Steve
Yuhasz
COUNTY STAFF PRESENT: Clerk to the Board Donna S. Baker
OTHERS PRESENT: Phillip Robertson, The Mercer Group consultant
NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT
AGENDA FILE IN THE CLERK'S OFFICE.
1. 7:00-7:05 Opening Comments
Commissioner Foushee said that the Board had decided at their March 30, 2009
meeting to amend the county's current contract with the Mercer Group, which was for
the county attorney search, to also include the manager's search process. And Phillip
Robertson, out of the N.0 Mercer office, will be the Board's consultant during the
manager's search process.
2. 7:05-10:00 Discussion of Manager's Search Process
Phillip Robertson said the process for the manager's search will be similar to the one his group
did for the county attorney. He then reviewed the Mercer's proposed methodology for the
Manager's search process:
Mercer recommends a seven (7)-step search process as follows:
Methodology Overview
• Position Analysis: Mercer will define work relationships, job qualifications and
requirements for the position —the "Position Profile."
• Recruitment Process: Mercer will recruit regionally and nationally for the
position, advertising and networking to locate and invite qualified candidates.
• Resume Review: Mercer will identify qualified candidates.
= Commission input requested
• Candidate Screening: Mercer will carefully screen prospective finalists according
to the criteria established by the Commission in the Position Profile and present
the most highly qualified to the Commission.
• Background Investigation: Mercer will thoroughly evaluate candidates invited by
the Commission for interviews.
• Interview Process: Mercer will make recommendations and assist in selection.
• Negotiation and Follow-up: Mercer will facilitate employment and follow-up to
ensure complete integrity of the process.
Methodology
Each step in this process for the Orange County Manager search is described below.
1. Position Analysis
Mr. Robertson said The Mercer Group will have extensive consultation with the
Commission, and staff as well as other individuals or groups to determine the needs and
issues, requirements of the job, and to verify information about the environment within
which the position functions. We will spend a considerable amount of time at the
beginning of the process in Orange County in order to determine the level of experience
and training needed.
During this process, we will initiate individual interviews with the Commissioners, staff
members (if desired) and others of your choice to identify expectations, perceptions, and
concerns regarding the position. We will consult with the Commissioners to identify the
individuals that should be included in these interviews. O
Based on those meetings, we will prepare a draft position profile and review it with the
Commission in order to arrive at a general agreement regarding the specifications for the
position. Commissioners will be asked to review the draft profile and provide
recommended modifications, especially regarding the issues facing the positions, the
description of the ideal candidate, and timeframes to be included in the advertisement.
The final position profile will include information about the County, its goals, major
services offered, issues to be faced, the position, the ideal candidate and the selection
criteria established.
2. Recruitment Process
Mr. Robertson said they will review our database to determine those candidates whom
we may already know and/or already have on file who may meet the Commission's
specifications.
= Commission input requested
Although this process is valuable, we will rely most heavily on our own contacts among
other professional associations, ICMA, state associations of county and city managers,
and other public sector websites, and other contacts of our own experience. In other
words, through "networking", we will conduct a nation-wide professional search for the
best qualified candidates and invite them to apply for the position.
3. Resume Review
He said they will review and analyze each applicant's background and experience against the
position description criteria. We will acknowledge all resumes received and keep candidates
informed of their status.
4. Candidate Screening
Criteria for the preliminary screening will be contained in the approved "Position Profile". They
may include such items as education, technical knowledge, experience, accomplishments,
management style, personal traits, etc. Screening of candidates against those criteria will be
based on data contained in the resumes and other data provided by the candidates and on our
knowledge of the organizations in which they work. At this stage, each must meet the minimum
qualifications specified in the Position Profile.
= Commission input requested
1 Mr. Robertson said Mercer will be responsible for screening the applications received.
2 This initial screening will be conducted by telephone with both the prospective candidate
3 and through documents, on-line information and, very discretely, with individuals who are
4 familiar with each candidate's background and expertise, in order to establish their bona
5 fide credentials.
6
7 Once the initial screening is completed, we will select the most qualified prospective
8 candidates who most closely match the criteria established by the Commission. We will
9 interview those candidates in order to verify their qualifications and other favorable
10 characteristics. We will provide the Commission with the results of our interviews and
11 inquiries, along with each candidate's own words describing their experience as it relates
12 to each of the issues facing the position. One contingency here is that the Commission
13 may not approve of any of the candidates. If that should occur, we would, of course, keep
14 searching until the Commission's needs are clearly met.
15
16 We will review the information with the Commissioners and request that they identify the
17 three to five candidates that will continue in the selection and hiring process. O
18
19 After the decision by the Commission, we will contact the candidates selected and
20 personally seek a signed release so that we may begin background investigations. We
21 examine candidates' qualifications based upon your selection criteria and evidence of their
22 continuing professional education and upon verifying their particular accomplishments.
23
24 5. Background Investigations
25 Mr. Robertson said as part of their process in evaluating finalists, we make detailed and
26 extensive reference checks. In conducting these, it is our practice to speak directly to
27 individuals who are now or have previously been in positions to evaluate the candidate's
28 job performance. We complete professional reference checks prior to the Commission's
29 interviews. That allows the Commission to target the questioning more effectively, based
30 upon what we have learned about each finalist's performance and style.
31
32 We ask each candidate to provide us with a few references. We then network to other
33 persons who know the candidate. In this way, we thoroughly evaluate each candidate with
34 a 360 degree perspective. We have talked to as many as 23 references concerning a
35 single finalist candidate. These references and evaluations are combined to provide frank
36 and objective appraisals of the top candidates. We also verify past employment
37 difficulties, if any, including any legal action filed against former employers.
38
39 As part of our evaluation process, we verify undergraduate and graduate college degrees
40 and check criminal records and credit history. As an additional option, we can arrange for
41 psychological (or similar) testing of the candidates that may be desired. (These may be
42 extra cost items.) We will recommend background investigation criteria to the
43 Commission, who will make the final decision on the specifics of the background check.
44
45 The Mercer Group, Inc. is an equal opportunity employer and recruiter, and as a practice
46 does not discriminate against any employee or applicant for employment on the basis of
47 race, religion, creed, color, gender, sexual orientation, handicap, or national origin.
48
49
50 6. Interview Process
= Commission input requested
1 Based on the preceding steps, a Final Report of your 3-5 finalists for the position of
2 County Manager will be forwarded to the Commission for interviews. We will prepare a
3 written summary on each finalist. The information may cover, but not be limited to, 1)
4 present position, 2) total years experience, 3) salary requirements, 4) education, 5)
5 previous positions held, 6) notable projects, 7) management style, 8) skills and abilities,
6 9) interests, and 10) professional goals. This information will be presented to the
7 Commission in a detailed written format combined with the results of the background
8 investigation.
9
10 We will also provide the Commission with our recommendations relative to timing,
11 sequencing, location, setting, format, and conduct of interviews with the finalists. We will
12 provide information about trends in employment, employment contracts and agreements,
13 relocation expenses, perquisites, appropriate role for spouses, receptions, etc. We will
14 ask the Commission to decide upon an interview process with attendant venues.
15
16
17 We will arrange schedules for top candidate interviews with the Commission and will
18 coordinate the process. The Commission will interview the candidates as chosen and,
19 hopefully, decide on the new Manager.
20
21 We are prepared to facilitate the Commission's deliberation following the interviews of
22 finalists. If additional interviews are needed or additional information is requested we will
23 facilitate this, also.
24
25
26 7. Negotiation and Follow-up
27 We will also mediate the negotiation process relative to salary, benefits and other
28 conditions of employment. We feel that we can be especially helpful because we work on
29 a fixed fee rather than one based on a percentage of salary. One contingency here is
30 that an agreement may not be able to be arranged. If that is the case, we will work with
31 the Commission to select an alternate candidate.
32
33 We are prepared to handle any and all media relations. Unless otherwise directed, it is
34 our standard practice to tell all media that we are working on behalf of the Commission
35 and that any public statement should come directly from the Commission.
36
37 Finally, we will notify by letter all unsuccessful candidates who were not recommended for
38 interview of the final decision reached. We suggest, however, that it is more proper for
39 the Commission to directly notify all unsuccessful candidates whom they interviewed of
40 the final result.
41
42 Once the new Manager has been on board for 30 days or so, we will conduct a session
43 with the Commission and the new Manager in order to establish mutual performance
44 criteria and goals for the position. In this regard, we will work with the Commission to
45 define the role and expectations of the new Manager.
46
47 We will follow-up periodically with the Commission and the new Manager during the first
48 year in order to make any adjustments that may be necessary.
49
= Commission input requested
1 We will keep the Commission closely informed and involved in decisions concerning the
2 search process at all times. We will prepare and send to the Commission periodic reports.
3 These reports will contain a progress report on the recruitment as well as specific steps to
4 be taken to meet the Commission's deadlines.
5
6
7 Commissioner Hemminger asked why he would want to interview them individually and
8 Mr. Robertson said there is more room for individual opinion on a one-on-one basis.
9
10 Commissioner Hemminger said that she had heard that the last time that the Board of
11 County Commissioners had such varied opinions that she would like to hear everyone's
12 opinion. Mr. Robertson said which ever way the Board feels most comfortable doing this
13 he will do it that way but there is more time with an individual interview.
14
15 Commissioner Gordon said she thought it worked well having individual interviews.
16
17 Commissioner Pelissier asked past commissioners if they found it useful to have
18 individual interviews and they said yes.
19
20 Mr. Robertson said following Board approval of the position profile, Mercer will advertise
21 this position nationally.
22
23 Mr. Robertson said he would like to send each candidate a list of issues facing the
24 manager and the Board of County Commissioners can get an idea of the writing
25 style and thinking of the candidates.
26
27 Chair Foushee said with respect to recruiting nationally and using other resources, for her,
28 she would like to state now, she would not like to see a number of candidates coming
29 heavily from one region.
30
31 Commissioner Gordon agreed except for N.C. Chair Foushee said that she does not
32 include our state, just other regions.
33
34 Commissioner Jacobs said he does not think the Board wants the same candidates as
35 they had before and he thinks the Board would like candidates with N.0 experience.
36
37 Commissioner Nelson said there may be people in the last pool of candidates for county
38 manager that may not have had enough experience before but now 3 years later, may be
39 viable candidates.
40
41 Mr. Robertson said Mercer would take from the larger pool of candidates, and winnow
42 down to 8-12 candidates and then he would put a booklet together on each candidate;
43 then the Board could narrow their choices down to 3-5 candidates that the Board could
44 interview.
45
46 He said from that group, they would ask them to sign a waiver and Mercer would write in
47 the waiver, similar to the county attorney search, that the Board of County Commissioners
48 has the freedom to contact whoever they want in the candidate's background. From
49 there, Mercer would conduct background investigations.
= Commission input requested
1
2 Mr. Robertson said that the interview process would involve an interview guide and be
3 distributed to the Board and then at that time he and the Board could discuss interview
4 protocols.
5
6 Commissioner Jacobs said last time they did a manager search, when it came to the
7 candidate screening, Mercer sent candidate resumes to the Board.
8
9 Mr. Robertson said if a candidate is on the border for qualifications, he will send the
10 candidate the issues facing the position in order to see how they do there. He said he
11 would rather give the Board too much information rather than too little.
12
13 Commissioner Yuhasz asked Mr. Robertson if he knew the estimated length for the
14 manager's search process and Phillip Robertson said from the time of approval of the
15 profile, it usually takes 110 days.
16
17 Commissioner Yuhasz asked how quickly they can get position profile in place.
18
19 Commissioner Jacobs said the Board may want to coordinate meeting schedules to
20 minimize meeting during their summer break.
21
22 Chair Foushee said the Board may want to incorporate in their individual interviews with
23 Mr. Robertson their own personal calendar.
24
25 Chair Foushee stated she thinks that the Board could contract with Mercer by amendment
26 to the contract between the county and Mercer used for the county attorney process.
27
28 Next Steps:
29
30 Mr. Robertson asked who the Board would like for him interview outside of the
31 Commissioners.
32
33 The Board discussed this and suggested the following:
34
35 • Board members
36 • Manager— Laura Blackmon
37 • Assistant managers (2)
38 • Clerk to the Board
39 • Assistant to the Manager— Greg Wilder
40 • Two attorneys ( new and retiring)
41 • Representative or Chair of Employee Consortium
42 • Dave Stancil — ERCD Director
43 • Bob Marotto—Animal Services Director
44 • Pam Jones— Purchasing and Central Services Director
45 • Nancy Coston — DSS Director
46 • Rosemary Summers — Health Director
47 • Tara Fikes — Housing and Community Development Director
48 • Sheriff
49
= Commission input requested
1 Commissioner Jacobs asked about the advertising brochure profile from the last
2 manager's search and if Mercer would be using a similar advertising tool.
3
4 Mr. Robertson indicated that his office would do it similar to the recent county attorney
5 search but if the Board wanted a printed brochure, he could do it. But with an on-line job
6 description version, it gives more flexibility.
7 Commissioner Jacobs said there was way too much detail in the last brochure and too
8 much focus on certain strengths.
9
10 Mr. Robertson said to be perfectly truthful, his office had not even considered doing a
11 printed brochure like the one they had done before because they rely on on-line
12 advertising services outside of printed ads.
13
14 The Board discussed this briefly and it was decided that the Mercer group would not do a
15 printed brochure for advertising this position.
16
17
18 Phillip Robertson left at 7:43 pm.
19
20 A comment was made that the Board will need to schedule time to discuss the interim
21 manager process and it was suggested that the Board could consider this issue at ttheir
22 April 14th work session.
23
24 The Board agreed.
25
26
27 3. Adjourn
28
29 A motion was made by Commissioner Pelissier seconded by Commissioner Pelissier to
30 adjourn the meeting at 7:46 pm.
31
32 VOTE: UNANIMOUS
33
34 Valerie Foushee, Chair
35
36
37
38 Donna S. Baker
39 Clerk to the Board
40
= Commission input requested