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Mayor & Council (View All)

Council Study Session Agenda & Minutes

Thursday, December 03, 2015


6:00 p.m.
Medford Room 330
411 West 8th Street, Medford, Oregon
1.     Conference Call - Recruitment Firm



6:00 p.m.
Medford Room 330
411 West 8th Street, Medford, Oregon

The Medford City Council Study Session was called to order at 6:04 p.m. in the Medford Room of the Medford City Hall on the above date with the following members and staff present:
Acting Mayor Daniel Bunn; Councilmembers Clay Bearnson, Chris Corcoran, Dick Gordon, Tim Jackle, Eli Matthews, Kevin Stine*, Michael Zarosinski
City Manager Pro Tem Bill Hoke; City Attorney Lori Cooper; City Recorder Karen Spoonts
Committee Members: John Anhorn; Lindsay Beth; Rudd Johnson; Rick Whitlock
Mayor Gary Wheeler was absent.
*Arrived as noted.
Conference Call – Recruitment Firm
Chuck Rohre, Senior Vice President of Waters & Company introduced himself and noted that he was not listed in the original contract but due to a medical issue with another employee he was assigned to the City of Medford. He provided his resume.
*Councilmember Kevin Stine arrived at 6:06 p.m.
Mr. Rohre stated what sets them apart. He remarked there is no perfect candidate. He noted they record the candidates and they have three minutes each to respond to questions that they have not seen. The candidates are scored on a 1-5 basis. Pertaining to the contract, there will be no hidden fees and they invoice on progress payments. Extra fees would be if you asked for anything additional.
Rudd Johnson questioned the management leadership style assessment analysis and what tool is used to do that. Mr. Rohre noted they use a tool that was developed for them and has been used for over 1,000 city managers. Medford would fall into the medium size city. Mr. Johnson questioned what will come to the table to benefit Medford. Mr. Rohre noted you would receive a report for each candidate and there is a three level reference.
Lindsay Beth questioned if we would receive a detailed written report; Mr. Rohre noted it would be in a binder that carries a wealth of information and listed items that would be included. Ms. Beth wanted as much prescreening before we meet the candidates.
Mr. Johnson questioned cultural fit; Mr. Rohre mentioned that they spend a lot of one-on-one time on the process and stakeholders, chamber, college, etc. to get a handle on the candidate’s environment. As they interview the candidate they spend time with them and determine how well they would mesh. When they don't work out it could be individually or culturally.
Ms. Beth questioned the marketing materials and how you go about developing that material.  Mr. Rohre noted they develop that with City staff. A recruitment profile is created. He noted they talk about council, budget, staffing, giving the candidate a feel for the community. The marketing materials would not be sent out until it is approved by Council. Marketing will be targeted depending on what Council wants, such as candidates not from a small city, large city, or only the Pacific Northwest, etc.
Mr. Johnson questioned how they source the candidates. Mr. Rohre noted there is a four prong approach, such as people they know that would be interested, advertising, social media, etc. Mr. Johnson questioned people they have placed and would they be approached for this position. Mr. Rohre noted that they guarantee a person for two years. If that candidate is not the right person they would do it again but would ask for the printing to be covered. They would not try to solicit a candidate once placed. They will continue to work on this until a City Manager is found. Mr. Johnson questioned how often this has happened; Mr. Rohre stated probably three-four out of several hundred in the last ten years.
Ms. Beth questioned how large their data base is of candidates; Mr. Rohre noted they do have a very large file in the legacy system. They also have a marketing list that is searchable. Mr. Rohre noted that it is not just dusting off old candidates.
Mr. Johnson noted that Waters & Company was involved with the Ashland Administrator; Mr. Rohre noted he did not specifically work with that city.
Councilmember Corcoran questioned if we would receive an experienced or younger candidate; Mr. Rohre noted you would get a lot of candidates from both types.
John Anhorn questioned how fast you talk about the family equation as we would hate to bring them out if their family does not want to move. Mr. Rohre stated that they do encourage candidates to have that conversation early on, is it right for you professionaly, personally, etc. He likes the spouse to visit too. Mr. Anhorn noted there are parents to consider as well.
Mr. Johnson questioned if a candidate would withdraw as they might be looking at two different cities; Mr. Rohre noted that after the initial review he will pick the top candidates where there will be given a candidate questionnaire and a due diligence form which will ask if they are a finalist for another city.
Mr. Anhorn noted that a spouse can be a distration to the candidate if they are not interested in the community; Mr. Rohre noted you could hold a reception where the spouse is invited. Mr. Anhorn would not eliminate candidates that come from larger cities; Mr. Rohre noted that an employee could apply from a larger city; it's just the type of application used.
Rick Whitlock questioned 1) what his personal role would be in this vs. his staff and 2) how his additional responsibilities would impact Medford since he was just assigned this role. Mr. Rohre noted they work in a team environment and he would be the cities go to person. He does have a talented staff that will assist as well. He further noted he would be on site in Medford for various steps. He has about seven recruitments at present; management usually has about 8-10 recruitments going on at the same time. Mr. Johnson questioned what cities he is doing right now; Mr. Rohre provided that information.
Councilmember Gordon would like to visit the prospective candidate’s city and how they fit into their city; Mr. Rohre noted it does add to the timeline, it is outside the scope of what they do although they do not charge for setting up the appointments but would charge more if they attended.
Councilmember Matthews questioned if the suggested interview questions are made for each candidate; Mr. Rohre noted that they will be consistent questions.
Councilmember Bunn questioned Council's desire; Councilmember Corcoran questioned if the committee was pleased; they stated they were. Council agreed to move forward with Waters & Company.
The meeting adjourned to the regular City Council meeting at 7:14 p.m.
Karen M. Spoonts, MMC
City Recorder


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