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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. Minutes-Commission Roundtable-July 7, 2017 Page 2 of4 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 Minutes-Commission Roundtable-July 7, 2017 Page3of4 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