Item 1D- 7-7-17 Draft Minutes Roundtable MeetingCITY OF ATLANTIC BEACH
CITY COMMISSION ROUNDTABLE MEETING
July 7, 2017-10:30 AM
IN ATTENDANCE:
Mayor Mitchell E. Reeves
Commissioner Mitchell R. Harding
Commissioner John Stinson
ABSENT:
Commissioner Jimmy Hill
Commissioner M. Blythe Waters
Call to order
MINUTES
Interim City Manager Kevin Hogencamp
HR Director Cathy Berry
Recording Secretary Joanie Bowman
Mayor Reeves called the meeting to order at 10:30 a.m. He explained the procedures for a roundtable
meeting and stated if time allowed, public comments would be heard at the end of the meeting. He
explained the meeting was held to discuss the City Manager interview and selection process.
Mayor Reeves made suggestions to narrow down the number of City Manager candidates:
1.) Bring all seven candidates in and have a face-to-face interview with them.
2.) Telephone or Skype interview with a scoring system and suggested Friday, July 14th@ 10:00 a.m.
HR Directory Cathy Beny would score them and present the top finalist.
3.) Individual or group interviews would be conducted.
4.) Rank candidates accordingly.
5.) Narrow the candidate pool down to one who would come before the Commission meeting.
Mayor Reeves inquired about the Commissioner's recommendations.
Commissioner Harding spoke about the seven candidates, the interview process, and his support of a video
interview for all applicants.
Mayor Reeves suggested that when they conduct a skype interview, it be a noticed public meeting, but not
be videotaped.
Commissioner Stinson suggested that they video tape, but not live-stream.
Mayor Reeves requested the City Manager make note to video without going live and post it after the
meeting.
Commissioner Stinson spoke about an open forum interview with a meet and greet and liked the idea of
ranking the candidates. He explained it is difficult to evaluate people or get interpersonal feedback based
purely on paper. He suggested that each Commissioner propose one to two ways in which to rank a
candidate, then narrow it down to one candidate, select that person, and then move forward.
HR Director Cathy Berry stated that she supports whatever the Mayor and Commission decides. Her only
concern with the process Commissioner Stinson laid out is that it is hard to qualify and prefers to have
Agenda Item 1D
November 13, 2017
each Commissioner rank the candidates 1-7.
Interim City Manager Hogencamp preferred the ranking system and not the matrix.
Commissioner Stinson felt that they need to rank the candidates on ce1iain qualities and characteristics for
consistency and ranking.
Mayor Reeves suggested some type of spreadsheet with the qualifications of each candidate.
Commissioner Stinson inquired who decides what the parameters are to compare one candidate to another.
HR Director Cathy Berry suggested one-on-one interviews with a sheet that has the minimum
requirements and would give you the information with the criteria and the qualifications.
Mayor Reeves suggested Interim City Manager Hogencamp have Commissioner Hill and Commissioner
Waters review this video and provide input regarding the selection process.
A lengthy discussion ensued among the Commissioners, HR Director Cathy Berry and Interim City
Manager Hogencamp regarding the ranking system in the selection process.
Commissioner Harding spoke about receiving emails from citizens suggesting that they table this decision.
He believed it would be inappropriate for the Commission to table this and further prolong this process.
Commissioner Stinson reiterated he believes each Commissioner should bring two criteria that they think
are important to evaluate and rank the candidates on.
Commissioner Harding believed it is important to know what kind of experience they have in natural
resources or park systems.
Mayor Reeves suggested that each of the Commissioners submit questions to HR Director Cathy Berry.
Commissioner Stinson suggested steps they could take during the Commission meeting on Monday night
to allow Commissioner Hill and Commissioner Waters to voice their opinions which will give Mr.
Hogencamp and Ms. Berry all the input they need without a lot of unnecessary steps to make that happen.
HR Director Cathy Berry inquired if there would be a consensus at the Monday night Commission
meeting.
Commissioner Stinson suggested suspending the rules for a discussion that would give Ms. Berry feedback
and anive at a consensus at the Commission Meeting on Monday night.
Mayor Reeves agreed that they could suspend the rules and have a discussion of a consensus or suspend
the rules and vote. He is in suppmi of this idea and explained it gives Commissioner Hill and
Commissioner Waters an oppmiunity to voice their concems publicly.
Interim City Manager Hogencamp suggested another option would be to continue this meeting until5:30
or 6:00p.m. and they would publicize the meeting.
Mayor Reeves called for a recess of the meeting at 11 :25 a.m.
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Agenda Item 1D
November 13, 2017
Commissioner Stinson explained that City Attorney Durden prefers we close this meeting and notice it
for Monday night's Commission Meeting on July 101h, instead of continuing it.
Interim City Manager Hogencamp stated that they would consult with the City Attorney about continuing
this discussion at the upcoming Commission meeting.
Commissioner Stinson commended HR Director Cathy Berry and Interim City Manager Hogencamp for
the search, the information that was provided and for getting us to this point in the process and believes it
is now time for the Commission to go to work and come to a resolution.
Mayor Reeves also thanked Ms. Berry and Mr. Hogencamp for doing a great job and stated it is now the
Commission's job to proceed to the next point in the process.
Mayor Reeves explained the process for public comments and opened the Comiesy of the Floor to
Visitors.
Linda Spencer, 282 Magnolia St., spoke about the citizens concern with continuing the search and needs
to be on the agenda. She stated that it is impmiant the Commission is gentle and kind to the candidates
and was in support of Skype interviewing to narrow the number of candidates.
Chris Rule, 383 2nd St., spoke about refining the process to get it to a more manageable number and then
make it a more intensive process. He voiced concern about individual meetings with the candidates and
thinks interviews should be as a group. He believed Ms. Berry should review the questions for
appropriateness and commended the Commission for upholding an open government environment. He
expressed concern for the individual candidate's confidentiality until the final draw and stated that they
need to move forward.
Ellen Glasser, 2060 Beach Ave., spoke about the citizen emails. She believed they need to move forward,
stating they need a City Manager. She expressed concerned about not hearing discussion on the quality
of the candidates being considered and inquired if the list of candidates was currently public to citizens.
Mayor Reeves explained to Mrs. Glasser that she can request a public record and the City would be glad
to provide it.
Ms. Glasser expressed that the only circumstance she would recommend tabling or prolonging the
selection process for would be if they did not have top quality candidates. She stated it is important to get
the right fit to negotiate the very complicated issues in our City and thanked everyone for the oppmiunity
to speak.
Mark Tingen, 1198 Sandpiper Ln. E., supports moving forward instead oftabling this item. He agreed
the Commission should suspend the rules for further discussion. He complimented and thanked the
Commission, HR Director, and the Interim City Manager.
Interim City Manager Hogencamp spoke about being the public infmmation person for the City and
getting the message out regarding suspending the rules at the Commission Meeting Monday night.
HR Director Cathy Berry spoke about making the candidate finalist list public but would like to keep it
out of the public view for their privacy. She infmmed everyone that she delivered a copy of the seven
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Agenda Item 1D
November 13, 2017
candidate's resumes as well as their responses to the questionnaires that we sent out, to our City Clerk.
Commissioner Harding commended HR Director Cathy Beny and Interim City Manager Kevin
Hogencamp for vetting the candidates, for being on top of this process and for keeping the citizens in
touch with this process.
Adjournment
There being no further discussion, Mayor Reeves declared the meeting adjourned at 11:45 a.m.
ATTEST:
Donna L. Bmile, CMC
City Clerk
Minutes -Commission Roundtable-July 7, 2017
Mitchell E. Reeves
Mayor/Presiding Officer
Page 4 of4
Agenda Item 1D
November 13, 2017