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HomeMy WebLinkAbout06-16-14 SMCITY OF LAKEVILLE SPECIAL CITY COUNCIL MEETING MINUTES June 16, 2014 Mayor Little called the meeting to order at 6:09 p.m. in the Marion Conference Room at City Hall. Members Present: Mayor Little, Council Members Davis, Swecker, Anderson, LaBeau Also present: Cindi Joosten, Human Resources Manager; Charlene Friedges, City Clerk City Administrator Search Personnel Committee members Davis and LaBeau reported that the committee reviewed proposals from four firms to provide executive search services for the position of City Administrator. The committee recommends the City Council accept the proposal from David Unmacht of Springsted Incorporated. Springsted's fee for services is $14,000 plus expenses in the amount of $1,900. Motion was made by Swecker, seconded by Davis to authorize Springsted Incorporated to provide executive search services for the position of City Administrator, based on the proposal by David Unmacht dated June 13, 2014. Roll call was taken on the motion. Ayes - Davis, Little, Swecker, Anderson, LaBeau Ms. Joosten stated recruitment would begin the week of July 71. Mr. Unmacht recently assisted the City in its search for a Police Chief and will follow a similar process. Ms. Joosten recommended Mr. Unmacht meet with Mr. Mielke to discuss the search process. Council Member LaBeau stated she feels the Council should have a clear understanding of the administrator's job description prior to hiring a new administrator. An exit interview with the Personnel Committee has been scheduled with Mr. Mielke. Interim City Administrator Duties and Responsibilities Ms. Joosten presented a proposed position description for the Interim City Administrator, which is based on the current City Administrator's employment contract and Title 1, Chapter 6 of the Lakeville City Code. It was pointed out that the current employment contract is not entirely in line with the City's ordinance, and efforts should be made to update the ordinance and/or future contract so they are consistent. Council Special Council Meeting Minutes, June 16, 2014 members reviewed and discussed the specific duties and responsibilities and offered the following: Appointment of personnel - terminations and suspension of employees: City Council has delegated this authority to the City Administrator. The Personnel Committee feels this should be clarified. Swecker feels this process should involve a combination of Personnel Committee, Department Director and Human Resources, depending on the position. The full Council should make decisions regarding department directors. Attendance at meetings of official bodies as directed by the Council: Separate this from attendance at Council meetings. Anderson believes the City Council could provide support to the Interim Administrator by attending some meetings as an alternate. Represent the City at official functions as directed by the Council: When necessary, the Interim Administrator should delegate attendance at public functions to a department director or a council member. City Clerk will report back as to how appointments are currently managed for the City Administrator. Issuance of purchase orders: Mr. Mielke explained the current practice for purchasing budgeted vs. non -budgeted items. It was determined that the City's purchasing policy needs to be clarified, as the administrator's job description is not consistent with the ordinance. Mayor Little asked the Human Resources Manager to make the changes as discussed and forward the revised position description to the Council members. He further asked the Personnel Committee to reach out to City staff to determine interest in the interim position. At 6:54 p.m., Mayor Little recessed the meeting until after adjournment of the regular Council meeting. Mayor Little reconvened the meeting at 8:06 p.m. Council members continued discussion on the process for determining an interim administrator. Page 2 Special Council Meeting Minutes, June 16, 2014 Davis stated the Personnel Committee would rely heavily on input from the Human Resources Manager. The committee will then present options and a recommendation to the full Council. Swecker stressed the importance of expediting this process so that the interim administrator has ample time to work with Mr. Mielke prior to his departure on July 10`h. It was suggested that the appointment could potentially be made at the Council's work session on June 23rd Adjourn Mayor Little adjourned the meeting at 8:15 p.m. Respectfully submitted, Charlene Friedges, City 1-1,1 rk Matt Lit e, Mayor Page 3