HomeMy WebLinkAbout18-005 Adopting City Manager Transition Plan and Authorizing Negotiation of Employment Contract AmendmentResolution 18-005
RESOLUTION NO. 18-005
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND,
WASHINGTON, ADOPTING A CITY MANAGER TRANSITION PLAN AND
AUTHORIZING NEGOTIATION OF AN AMENDMENT TO THE CITY MANAGER'S
EMPLOYMENT CONTRACT
WHEREAS, the City of Port Townsend ("City") entered into an employment agreement
with the City Manager, which expires at the end of 2018; and,
WHEREAS, based on ongoing City projects, the City Council has determined that it is in
the best interest of the City to delay the City Manager Recruiting process until late 2018 and
early 2019, and to extend the City Manager's employment until June 30, 2019;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port
Townsend as follows:
Section 1. The City Council adopts the transition plan in substantially the
same form as at Exhibit A. Timelines in the transition plan are guidelines, and may be
modified as necessary.
Section 2. The Mayor and Deputy Mayor are authorized to negotiate an
extension to the City Manager's employment contract that would extend the date of the
contract through June 30, 2019. Final approval of the extension shall be by separate
Council resolution.
ADOPTED by the City Council of the City of Port Townsend at a special meeting
thereof, held this 22nd day of January 2018.
r
lborali S Stins„
4.��`
Mayor
Attest:
Joanna Sanders, MMC
City Clerk
Approved as toform:
Steven L. Gross
City Attorney
Resolution 18-005 Exhibit A
Page 1 of 3
EXHIBIT A
City Manager Transition Plan 2018/2019
2018 lst to 3`'d Quarters Organizational Priority Focus
o Administer Core Objectives through to October 1, 2018
■ 2018 Capital Work Plan (attached)
0 1st Quarter priorities:
■ Council Rules Updates
■ Storm Water Functional Plan
■ Critical Areas Ordinance
■ Flood Hazard Regulations Update
■ Subarea Plan and Regulations
■ Fire Annexation
o Modify current City Manager employment agreement to allow an option for
employment terms to extend through June 30,° 2019
o Delegation of tasks effective January 2018
■ Modify Direct Reports:
• City Attorney/City Clerk
• Director of Finance and Administration as standing authority to
Acting City Manager in absence of City Manager
• Develop administrative support for Parks and Facilities to help
transition Director into City lead for Mountain View/Y partnership
■ Delegate Tourism Marketing and Promotion to Chamber of Commerce
Contract
o 2nd and 3rd Quarters priorities
■ Accelerate 2019 Budget completion by close of September
■ Continue transitions to delegate tasks
■ Finalize funding and level of service models for Streets, Parks and Library
20184 th Quarter
o Conduct City Council Retreat to plan 2019 — 2022 Strategic Plan
■ Formulate City Manager Candidate's expectations/attributes
• See attached ICMA publication
o Final Budget Adoption/Tax Levy Actions
o Begin Final Transition Steps
• October 2018:
o City Council and City Manager agree to end service on June 30, 2019
o Engage Director of Finance and Administration into Acting City Manager Role
more on a day to day basis:
■ Coordinate City Council Actions toward recruitment of new City Manager
■ Work with HR to develop position/community profile
• Draw upon Strategic Plan for 2019-2022
Use other community templates
Use community survey (see attached City of Tacoma survey)
Resolution 18-005 Exhibit A
Page 2 of 3
■ Recommend Compensation/Benefits based upon market assessment
• ICMA Model Employment Agreement
• WCMA Salary and Benefit Comparison Survey
■ Identify priority places to post recruitment
■ Identify stake holder groups to participate in process
o Appoint Finance Manager to Acting Director of Finance and Administration
• November 2018:
o Finalize Budget/Tax Levy Adoptions
o Approve Position Profile/Compensation and Employment Agreement Templates
o Create Citizen Advisory Task Force to run initial recruitment process with HR
■ Appoint Two Co -Chairs
• Recommend Catharine Robinson and David King if available
■ Ten at large members representing stakeholder groups
■ Primary role is to assist HR to vet and recommend five (5) finalists to
participate in community introduction, final interview process and
recommendation of top candidates for Council consideration
• December 2018:
o Convene Task Force
■ Briefing of process/review of positions profile
■ Training on Do's and Don'ts
o Begin Recruitment Adds
0 45 to 60 days application period
• January 2019:
o Accept applications
February 2019:
o City Manager
■ HR screens applications for minimum qualifications
■ Assembles qualified applicants based upon meeting minimum
qualifications
■ HR meets with Task Force Co -Chairs to vet applications to select not less
than 10 semi finalists
Task Force, with help from HR, conducts pre-screening web/phone
interviews to select five finalists
HR obtains necessary releases to begin background reviews
• Some may opt to have contact made only if selected as a final
candidate
o Director of Finance and Administration
■ Position to become vacant due to retirement in 3rd Quarter 2019
■ HR begins recruitment process for new Director
• March/April 2019:
o City Manager
Resolution 18-005 Exhibit A
Page 3 of 3
■ Task Force Co -Chairs invite 5 finalists to City for final process
• Final process involves several stakeholder panels, community tour
and open house
• Council interviews the finalist
• HR conducts review of panels to find consensus candidate
■ Council selects finalist
• Mayor with Deputy Mayor and HR negotiate final terms
o Final terms accepted/rejected by Council
• Goal to have start date no later than July 1, 2019?
■ Candidate rejects offer or no consensus candidate is selected
• Application announcement and process repeats
o Director of Finance and Administration
■ HR assembles and recommends semi-finalists
• June 2019:
o City Manager's finalizes term of service
o New City Manager begins
■ New City Manager finalizes process for selection of new Director of
Finance and Administration
• July 2019:
o City Manager Position Vacant
■ If process extends beyond July 1, 2019?
• Council needs to appoint external interim City Manager
• HR can recruit through WCMA for possible candidate
o Director of Finance and Administration finalizes term of service