City Commission Workshop Meeting

APPROVED: 8/21/2014 City Hall City of Eustis, Florida 10 North Grove Street Post Office Drawer 68 Eustis, FL 32727-0068 Meeting Minutes - Final* City Commission Workshop Tuesday,August5,2014 4:00PM City Hall CALL TO ORDER: Mayor Bob - 4:00 p.m. ACKNOWLEDGEMENT OF QUORUM AND PROPER NOTICE Present: 5- Linda Bob; Albert Eckian; Michael Holland; Karen LeHeup-Smith; and Kress Muenzmay I. Workshop Item 14171 City Manager Finalist Selection Ann Isaacs, Human Resources Director, introduced Andrea Battle-Sims from the Waters Group. Ms. Battle-Sims reported that 1600 brochures were mailed throughout the country with 52 applications received as of the previous day and with about half having Florida experience. She reviewed the process utilized to review the candidates and noted that 14 applicants had completed their recorded interviews. She recommended that the Commission consider selecting eight to ten applicants for further consideration and she would hold further interviews with those that could be reviewed at a second workshop. The Commission discussed how the finalists should be selected and it was agreed that if at least three people have omitted a candidate that a candidate should not have further consideration. II. Commission Discussion It was a consensus of the Commission to begin the review with those applications highlighted as recommended by the Waters Group. Ms. Battle-Sims proceeded with reviewing each of the highlighted applications followed by discussion on each by the Commission. CONSENSUS: Following the initial review, it was a consensus of the Commission to have Ms. Battle-Sims interview Scott Randall and Jack Butler. Ms. Battle-Sims then noted those applications she has since received questionnaires from and it was agreed to review the additional applications. CONSENSUS: Following further review, it was a consensus of the Commission to also move forward to an interview with Ms. Battle-Sims candidate Elizabeth Toney-Deal and for Ms. Battle-Sims to request additional information or questionnaires from Larry Fry, Don Hoyt, James Palenick and Gary Shimun. The Commission also requested that Ms. Battle-Sims approach Heath Kaplan to determine if he would be interested in applying for the City's Assistant Finance Director position. Ms. Battle-Sims then indicated they already have some recorded questions and answers from some of the applicants. The Commission viewed the video questions and answers of Elizabeth Toney-Deal, James Butler, and Scott Randall. There were audio issues particularly with the Scott Randall interview. City of Eustis, Florida Page 1 Printed on 811312014 City Commission Workshop Meeting Minutes - Final August 5, 2014 Ms. Battle-Sims confirmed she would send to the Commission the requested additional information and the videotaped questions for the four selected applicants and then ask which ones they want her to conduct an interview with . She explained she would spend September doing criminal background checks prior to the formal interviews. She further explained that the applicants selected for the formal interviews will be selected by the Commission based on the additional information, background checks and her report on her interviews with the applicants. Dianne Kramer, Acting City Manager, asked her to review the format for the formal interview process tentatively planned for September 23rd. Ms. Battle-Sims recommended the City host a welcome with an overview and tour of the community, a welcome address, individual interviews with each Commissioner separately, and then the main individual interviews with the entire Commission. She also recommended some type of public session such as a meet and greet. The Commission suggested an evening reception with Ms. Kramer suggesting the Woman's Club as the location. It was also recommended that a staff member check out the rooms prior to selecting a hotel or motel for booking of the applicants. It was also suggested that the reception be held at the Lake Eustis Museum of Art. Ms. Battle-Sims commented on the possibility of holding a tour for the applicants' significant others. It was a consensus to wait and do something with the family of the finalist. Ms. Battle-Sims stated she would have for the Commissioners a list of suggested interview questions and a discussion of the legality of various questions. Ms. Kramer noted that a date needed to be set for an additional workshop with Ms. Battle-Sims to be at the meeting via conference call. It was a consensus to hold a special meeting on August 26th at 4:30p.m. in the Development Services conference room. III. Public Input -None IV. Commission Direction CONSENSUS: It was the direction of the Commission for Ms. Battle-Sims to conduct interviews with Scott Randall, Jack Butler and Elizabeth Toney-Deal and for her to obtain questionnaires or other additional information from Larry Fry, Don Hoyt, James Palenick and Gary Shimun. She was also directed to approach Heath Kaplan regarding possible interest in applying for the City's Assistant Finance Director position. The next meeting with Ms. Battle-Sims via conference call was scheduled for August 26th at 4:30p.m. in the Development Services Conference Room. V. Adjournment- 5:42 p.m. Mayor/Commissioner *These minutes reflect the actions taken and portions of the discussion during the meeting. To review the entire discuss ion concerni ng any agenda item, go to www.eustis.org and click on the video for the meeting in question. A DVD of the entire meeting or CD of the entire audio recording or verbatim transcript of the meeting can be obtained from the office of the City Clerk for a fee . City of Eustis, Florida Page2 Printed on 811312014