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IT IS NOW 1110, AND I CALL THE AD HOC COMMITTEE RIGHT ON TIME, MY CHAIRMAN STEWART.
SO IT'S FIRST ITEM, THE MOTION FOR THE MINUTES.
CAN I GET A SECOND? ALL IN FAVOR? SO, AYE.
ANY CORRECTION? ANYTHING? SO LET'S GET STARTED.
FIRST ITEM IS NINA ON ITEM BRIEFING ITEM A.
AND YOU SHOULD GIVE NINA, UH, A GREAT ROUND OF APPLAUSE BECAUSE ALL LAST WEEK WE LEFT FRIDAY NIGHT, I THINK ROUND ABOUT EIGHT OR NINE O'CLOCK.
AND DAY BEFORE IN, WE'VE BEEN WORKING FOR AT LEAST 10 TO 12 HOURS IN ZEL.
THANK YOU FOR THE WEEK, THE WHOLE WEEK, LATE HOURS TO WORK ON THIS WHILE EVERYBODY ELSE WOULD ENJOY, UH, THEIR EVENING.
UH, NINA, DIRECTOR OF HUMAN RESOURCES.
NINA ARIAS, DIRECTOR OF HUMAN RESOURCES.
I WILL BE SPEAKING TODAY ABOUT A TIME PROPOSED TIMELINE TO CONDUCT THE ANNUAL PERFORMANCE REVIEW FOR THE CITY COUNCIL APPOINTED OFFICIALS, IN PARTICULAR THE CITY ATTORNEY, THE CITY SECRETARY, CITY MANAGER, AND INSPECTOR GENERAL.
SO, TODAY I'LL BE GIVING YOU A LITTLE BIT OF A BACKGROUND ON THIS ITEM.
ALSO PROVIDE TO YOU A PROPOSED PROCESS AND TIMELINE, UH, TIMELINE IN ACTION SO THAT I, I CAN EXPLAIN WHAT WOULD THEY THIS LOOK LIKE.
UH, SOME RECOMMENDED ACTIONS ALSO PROVIDE TO YOU SOME REFERENCES ON WHAT THIS WORK IS BASED ON AND SOME NEXT STEPS.
SO THIS SLIDE PROVIDES SOME OF THE CHALLENGES IN THE CURRENT FRAMEWORK.
UM, FOUNDATIONALLY THERE IS A LACK OF STRUCTURE GOAL SETTING.
SO THE EVALUATION PROCESS IS HAPPENING WITHOUT A GOAL SETTING PROCESS.
UM, YOU KNOW, THAT PROVIDES A LINE OF SIGHT FOR, UM, THE COUNCIL APPOINTED STAFF TO BE ABLE TO PERFORM TO.
UM, SO THAT MEANS THAT THERE IS A DISCONNECT BETWEEN THE PERFORMANCE AND, UH, THE GOAL SET.
AND ALSO THERE IS A DISCONNECT BETWEEN PERFORMANCE AND THE CITY'S BUDGETING CYCLES.
TYPICALLY, BUDGETS ARE PROVIDED AND GOALS ARE SET RELATED TO THOSE BUDGETS, AND THEN STAFF PERFORM THROUGHOUT THE YEAR AND THEN THEY'RE EVALUATED.
AND SO CURRENTLY THE PROCESS DOESN'T ALLOW FOR THAT.
UM, ALSO BECAUSE WE DON'T HAVE STANDARDIZED KEY PERFORMANCE INDICATORS THAT ALIGN WITH THOSE FISCAL GOALS, THEN THE EVALUATIONS JUST, YOU KNOW, LACK CONSISTENCY AND IT LACKS THAT STRATEGIC COMPONENT BECAUSE OF THAT PLANNING, BUDGETING AND EVALUATION ARE HANDLED SEPARATELY AS IF THEY WERE DISCONNECTED.
UM, AND ALSO THERE IS VERY MINIMUM ENGAGEMENT WITH RESIDENT STAFF AND EXTERNAL PARTNERS PROVIDING FEEDBACK INTO THAT ASSESSMENT THAT IS CONDUCTED.
SO, SO THIS PROPOSAL INCLUDES ALIGNING PERFORMANCE EVALUATIONS WITH THE FISCAL YEAR, AS WE DO WITH ALL OTHER EMPLOYEES AT THE CITY OF DALLAS.
AND HERE'S SOME OF THE REASONS WHY THAT IS IMPORTANT.
THERE WILL BE CONSISTENCY BETWEEN BUDGET AND PLANNING AND KPIS.
THERE'S A, A MORE, IT'S A MORE RELEVANT PERFORMANCE REVIEW BECAUSE YOU'RE GOING TO BE EVALUATING ACHIEVEMENTS BASED ON COMPLETED PROJECTS THAT ALIGN WITH BUDGETS.
UM, ALSO THERE'S MORE ACCOUNTABILITY AND FOCUS.
YOU ALIGN PRIORITIES BETWEEN COUNCIL AND OFFICIALS, UM, WITH REGULAR CHECK-INS TO TRACK PROGRESS ALSO ALLOWS YOU TO MAKE ADJUSTMENTS IF THERE'S THINGS THAT CHANGE THROUGHOUT THE YEAR.
ANOTHER REASON WHY THIS, THIS, THIS WILL BE BENEFICIAL IS BECAUSE ENCOURAGES PRO LEADERSHIP, IT MOTIVATES OFFICIALS TO FOCUS ON IMMEDIATE GOALS AND LONG-TERM GOALS.
UM, AND, YOU KNOW, IF, IF THERE IS INVOLVEMENT FROM THE PUBLIC, THERE IS MORE FEEDBACK FROM THE PUBLIC AS PART OF THIS PROCESS, THEN NOT ONLY ENSURES TAXPAYER DOLLARS IS SPENT, EFFECTIVELY THE ENERGY THAT IS PUT INTO GOALS AND KPIS THAT ARE SIGNED WITH THOSE DOLLARS THAT ARE APPROVED, BUT INVITES PUBLIC INPUT, WHICH, YOU KNOW, INCREASES TRANSPARENCY AND TRUST.
[00:05:01]
PLEASE.SO, AT A GLANCE, UH, THIS IS WHAT THE PROPOSED PROCESS AND TIMELINE WILL LOOK LIKE IN FEBRUARY AND APRIL, UH, WHICH WILL BE THE PRE FISCAL YEAR BEFORE THE FISCAL YEAR STARTS.
UH, CONS, COUNCIL WILL REVIEW EVALUATION CRITERIA AND SET PERFORMANCE GOALS ATTACHED TO THE UPCOMING FISCAL YEAR.
IN OTHER WORDS, YOU WILL SAY, HERE ARE OUR PRIORITIES FOR NEXT YEAR.
AND AS STAFF IS PREPARING THE BUDGET FOR NEXT YEAR, THEY CAN RESOURCE THOSE STRATEGIES APPROPRIATELY.
UM, THE RECOMMENDATION IS THAT THIS STEP BE GUIDED BY AN EXTERNAL VENDOR OF CONSULTANT, AND THAT THE SAME VENDOR CONSULTANT WILL BE THE ONE ASSISTING WITH EVALUATION AT THE END OF THIS CYCLE.
UH, NEXT IN AUGUST, COUNCIL WILL, UM, APPOINTED STAFF WILL FINALIZE BUDGETS, PROPOSE THE BUDGETS, AND AT THE SAME TIME THE RECOMMENDATIONS THAT THEY WILL PROPOSE THE KPIS THAT WILL BE EVALUATED ON COUNCIL REVIEWS AND PROVIDES FEEDBACK ON THE BUDGETS AND THE PERFORMANCE GOALS.
AND THEN IN SEPTEMBER, THOSE ARE FINALIZED AND APPROVED.
WE ALSO RECOMMEND THAT THEY SCHEDULE QUARTERLY REVIEWS THROUGHOUT THE YEAR, OCTOBER THROUGH DECEMBER.
WE REVIEW AS QUARTER ONE OF THE FUNDING YEAR CYCLE, JANUARY THROUGH MARCH AS QUARTER TWO, APRIL THROUGH JUNE, QUARTER THREE, AND JULY THROUGH SEPTEMBER QUARTER FOUR.
THAT QUARTER FOUR WILL ALSO BECOME OR PROVIDE FOR THE VALUATION OF THE ENTIRE YEAR.
AND THEN IN, UH, SEPTEMBER, OCTOBER AND THE AIR OF THE FISCAL YEAR.
ONCE THEY, UM, THE DATA, THE INFORMATION IS AVAILABLE FOR THE ENTIRE FISCAL YEAR CYCLE, THEN, UM, STAFF WILL PRESENT A SELF-ASSESSMENT IDENTIFYING WHAT WERE THEIR, UM, ACHIEVEMENTS, THEIR CHALLENGES.
COUNCIL MEMBERS WILL DO THEIR PART, YOU KNOW, INDIVIDUAL ASSESSMENTS, AND WE WILL GET STAKEHOLDER FEEDBACK AND AN EVALUATION MEETING WILL HAPPEN AND THE OUTCOME WILL BE, UM, DOCUMENTED AGAIN, THAT WILL BE GUIDED AS CURRENTLY IS BY A CONSULTANT.
THEN AS WITH ALL OTHER EMPLOYEES AT THE CITY, ANY APPROVED MERITS, MERIT INCREASES WILL BE IMPLEMENTED IN JANUARY.
SO THAT IS WHAT THE TYPICAL CYCLE WILL LOOK LIKE.
SO NEXT SLIDE SHOWS WHAT THE TIMELINE IN ACTION WOULD BE.
SO OF COURSE, THERE IS A NEED FOR A CATCH-UP YEAR, SINCE WE HAVEN'T HAD EVALUATIONS FOR APPOINTED OFFICIALS SINCE AUGUST 23 OF 22.
SO ON THE TOP IN BLUE, YOU SEE THE CATCH-UP YEAR AND IN GREEN ON THE BOTTOM, YOU SEE WHAT A STANDARD GOING FORWARD YEAR WILL LOOK LIKE.
SO THE CATCHUP YEAR WILL START WITH A REVIEW THAT WILL HAPPEN BETWEEN FEBRUARY AND APRIL TO REVIEW 2023 AND 2024, WHICH ARE THE YEARS THAT IN WHICH THERE WERE NO REVIEWS, ANY MERIT INCREASES APPROVED.
AS PART OF THAT EVALUATION WILL BE IMPLEMENTED IN MAY.
THAT PROVIDES FOR A SHORTER CYCLE FOR THAT YEAR.
SO THE FIRST STEP WILL BE TO ENSURE THAT, UH, AS PART OF THIS PROPOSED PROCESS, COUNCIL DEVELOPS EVALUATION CRITERIA AND KPIS FOR QUARTER THREE AND FOUR OF THE REMAINING OF THAT YEAR, WHICH ARE HIGHLIGHTED IN YELLOW.
AND THEN FOR 25 AND 26, WHICH IS THE NEXT CYCLE.
IF THAT IS DONE, THEN WE WILL HAVE OPPORTUNITY FOR A Q3 REVIEW AND A Q4 REVIEW, A PERFORMANCE EVALUATION IN OCTOBER.
AND IT ALSO SHOWS WHEN STAFF WILL BE PRESENTING THE PROPOSED BUDGET FOR THE NEXT YEAR.
SO WE'RE LOOKING BACKWARDS, TAKING CARE OF THE CURRENT YEAR, AND THEN ESTABLISHING THE FOUNDATION FOR NEXT YEAR.
WHAT IS HIGHLIGHTED IN YELLOW ARE THE OPPORTUNITIES FOR THE QUARTERLY REVIEWS AND THE EVALUATION.
SO THE RECOMMENDED ACTION IS FOR, UM, THE COMMITTEE TO ADOPT THIS EVALUATION FRAMEWORK AND TIMELINE AND TO FORMALLY ADOPT IT THROUGH A RESOLUTION OF OTHERWISE A DOCUMENT THAT WILL MEMORIALIZE THE INTENT GOING
[00:10:01]
FORWARD, INCLUDING THE TIMELINES TO ALIGN IT WITH THE FISCAL CYCLE, AND TO CLARIFY THE PROCESS AND THE PERFORMANCE EXPECTATIONS.ALSO TO APPROVE PERFORMANCE METRICS AS PART OF THAT PROCESS, ENSURING THAT THERE IS A FOCUS ON KPIS ALIGNED WITH THE CITY STRATEGIC PRIORITY AND THE BUDGET GOALS.
ALSO, WE ARE A RECOMMENDATION TO SET ANNUAL EVALUATION DISCUSSION DATES AS PART OF THIS CALENDAR AND TO INCLUDE STAKEHOLDER FEEDBACK AS PART OF THAT PROCESS.
HERE'S SOME REFERENCES TO SOME LITERATURE THAT, UH, INFORM THIS, UH, PROCESS.
UH, BASICALLY TALKS ABOUT, UH, EVALUATION OF LEADERS, EVALUATION IN GENERAL, HOW TO LINK BUDGETS TO KPIS.
AND IS HERE FOR YOUR REFERENCE.
DO YOU HAVE ANY QUESTIONS OR WOULD YOU LIKE, IF YOU WOULD LIKE MORE INFORMATION, I'LL BE HAPPY TO PROVIDE THAT.
SO THE NEXT STEPS IS TO COLLECT FEEDBACK FROM THE COMMITTEE, UH, SUBMIT RECOMMENDATIONS FOR THE COMMITTEE TO SUBMIT THEIR RECOMMENDATIONS TO COUNCIL.
UH, IF THIS IS THE, IF THIS IS, UH, APPROVED, THEN FINALIZE THE VENDOR SELECTION AND IMPLEMENT AND EVALUATE.
THE VENDOR WILL BE HIRED TO DO THE CATCH UP EVALUATION, ASSIST WITH THE KPIS FOR NEXT YEAR, AND DO THE EVALUATION AT THE END OF THE FISCAL YEAR IN OCTOBER.
WITH THAT, I'LL BE HAPPY TO ANSWER ANY QUESTIONS YOU MAY HAVE.
CHAIRMAN, REALLY, THANK YOU, MR. CHAIR.
UH, WITH REFERENCE TO, UH, WE DON'T HAVE SLIDE NUMBERS.
UH, THE PROPOSED PROCESS AND TIMELINE SLIDE.
UM, YOU, UH, IDENTIFY QUARTERLY REVIEWS THROUGHOUT THE FISCAL YEAR, AND I'M JUST CURIOUS WHAT FORM YOU ANTICIPATE THOSE TAKING.
WOULD THAT BE AN EXECUTIVE SESSION WITH EACH OF THE APPOINTEES OR DONE BY MEMO OR WHAT WOULD THAT, HOW WOULD THAT BE? DEFINITELY OPEN FOR DISCUSSION.
WHAT I CAN, UH, RECOMMEND IS THAT TYPICALLY THAT'S DONE THROUGH A REPORT THAT IS COMPLETED BY THE EMPLOYEE IN WHICH THEY ARE ADDRESSING EACH ONE OF THE KPIS AND THE PROGRESS MADE TO ACHIEVE THOSE KPIS.
AND THEN A DISCUSSION, UH, TO ENSURE THAT, UH, COUNCIL MEMBERS, WHICH IT COULD BE IN CLOSED SESSION, UH, PROVIDE THEIR FEEDBACK REGARDING THE ACCOMPLISHMENT OF THOSE GOALS OR THE PROGRESS IN DOING SO.
WELL, WE'VE NEVER DONE QUARTERLY REVIEWS BEFORE, AND I'M, I'M JUST WONDERING IF THAT IS SOMETHING THAT IS EFFICIENT.
UH, WE'VE GOT SIX DIFFERENT APPOINTEES NOW.
UM, THAT MEANS IF WE'RE GOING TO HAVE A MEETING TO PROVIDE THEM FEEDBACK, WHICH IS, WE CAN'T DO THAT WITH A MEMO.
UM, IT JUST IS GONNA TAKE UP A LOT OF COUNCIL TIME IN EXECUTIVE SESSION, AND I'M JUST WONDERING IF WE NEED TO DO IT EVERY QUARTER OR PERHAPS SEMI-ANNUALLY.
SO I JUST THROW THAT OUT THERE FOR OUR DISCUSSION.
UM, WITH RESPECT TO THE FOLLOWING SLIDE, THE TIMELINE, THE, UH, CATCHUP YEAR, YOU SHOW COUNSEL WILL DEVELOP EVALUATION CRITERIA FOR QUARTER THREE AND QUARTER FOUR OF 2025.
SO STARTING NEXT MONTH AND IN MARCH, THE, UH, COUNCIL WOULD DEVELOP THE KPIS FOR THE REMAINDER OF 2025 AND THEN FOR, WELL, THE REMAINDER OF FISCAL 25 AND THEN FOR THE NEXT FISCAL YEAR.
SO DURING THE CATCHUP YEAR, DURING FEBRUARY AND MARCH, THE KPIS WILL BE FOR THE REMAINDER Q3 AND Q4 OF 25, AND ALSO FUNDING YEAR 25, 26 TO GUIDE THE DEVELOPMENT OF KPIS FOR THAT FOLLOWING CYCLE.
SO, UH, I'M CURIOUS HOW YOU ANTICIPATE THIS, UM, PROCESS.
WOULD IT START AT THIS COMMITTEE AND THEN RECOMMENDATIONS ON KPIS WOULD BE MADE TO
[00:15:01]
THE FULL COUNCIL? BE BRIEF THERE? WOULD IT REQUIRE RESOLUTION FROM THE COUNCIL EACH TIME WE ADOPT KPIS, OR WOULD THIS JUST BE SOMETHING HANDLED AT A BRIEFING SESSION ON A CONSENSUS BASIS? I BELIEVE THAT THAT IS PART OF THE, UH, PROCESS THAT NEED TO BE ESTABLISHED.IF YOU ASK ME HOW DO I ENVISION IS EXACTLY AS YOU PROPOSE IS SOMETHING THAT, UM, WE'LL START WITH THIS COMMITTEE.
HOWEVER, I BELIEVE THAT THE FACILITATING THAT PROCESS WITH A VENDOR WILL BE THE MOST EFFECTIVE SO THAT THERE IS AN OPPORTUNITY TO PLAN AHEAD TO SET GOALS, NOT ONLY FOR THE BUDGET, BUT ALSO FOR PERFORMANCE, UH, BY COUNCIL AS A WHOLE.
NOW, AGAIN, YOU KNOW, AS FOR WHAT WORKS BEST FOR COUNCIL, UM, I, I DEFINITELY OPEN TO FEEDBACK, BUT TYPICALLY THAT IS DONE IN A PLANNING SESSION, WHICH EVERYONE PARTICIPATES, AND THEN THERE IS A RESULT, A RESULTING DOCUMENT THAT COULD BE ADOPTED BY RESOLUTION.
UH, WELL, I'D LIKE TO SEE THIS COMMITTEE HAVE SOME ROLE IN THAT PROCESS, UH, JUST TO REDUCE THE TIME IT WOULD TAKE TO DO THIS AT A FULL COUNCIL MEETING, UM, TO PROVIDE SOME RECOMMENDATIONS OF KPIS.
UM, I THINK THAT'S ALL I HAVE AT THIS TIME, MR. CHAIR, CHAIRWOMAN STEWART.
SO, UM, ON THE, THE SAME SLIDE, THE TIMELINE AND ACTION, UM, IT LAYS OUT A LOT OF, A LOT OF WORK.
I MEAN, WE'VE GOT A LOT OF WORK AND I, I AGREE WITH, UM, COUNCIL MEMBER RIDLEY, I DON'T KNOW THAT WE NEED THE QUARTERLY, UM, CHECK-INS WITH EACH OF THOSE STAFF PEOPLE, BUT I THINK CERTAINLY TWICE A YEAR SOUNDS LIKE A BETTER IDEA.
I'M ALSO CURIOUS WHY WE'RE, UM, WHY WE'RE DOING A CATCH UP OF 2324.
I'M ASSUMING AT THIS POINT PEOPLE'S EVALUATIONS HAVE HAPPENED.
THERE HASN'T BEEN ANY CONVERSATION WITH THEM, I GUESS THEN ABOUT EVALUATIONS, BUT HAVE THEY RECEIVED ANY TYPE OF RAISES OR MERIT RAISES? NO.
I GUESS I, I KNEW THAT SOMEWHERE IN MY HEAD, UM,
YES, WE WILL NEED TO FIND A VENDOR AND THEN A SCHEDULE A SESSION, UH, WITH EACH ONE OF THE COUNCIL MEMBERS.
THERE IS A SELF-EVALUATION THAT NEEDS TO HAPPEN.
I JUST BELIEVE TYPICALLY BASED ON WHAT WE HAVE DONE BEFORE, ABOUT THREE MONTHS FROM BEGINNING TO END, DID WE NOT, WHAT WE SELECTED A VENDOR AT A MEETING RECENTLY.
WHAT WAS THE WORK THAT WAS, UH, UH, MGT FOR THE, UM, THE INSPECTOR GENERAL MGT WAS SELECTED TO HIRE THE INSPECTOR GENERAL.
GENERAL, RIGHT? WE HAVE A VENDOR ON CONTRACT THAT COULD START IMMEDIATELY IS BAKER TILLY.
AND I BELIEVE THAT WE DISCUSSED THAT SINCE BAKER TILLERSON DID THE SEARCH, AND WE DID NOT WANT THEM TO DO THIS PROCESS, UH, CHAD WEST AND, UM, THE, THE FINANCE, THEY ARE DOING THAT FOR THE AUDITOR.
SO WE DECIDE, NOT BECKY TILL TO DO THIS PROCESS TO DO AN INDEPENDENT PERSON.
THAT'S THE REASON WHY WE ARE HERE TODAY.
WE DISCUSSED THAT AND WE WENT THROUGH THE MEETING.
WE DID NOT HIRE THEM FOR THIS PROCESS.
SO IN ORDER TO START WITH, UH, NEW VENDOR, WE WILL NEED TO ONE, ESTABLISH THE CRITERIA BASED ON THE APPROVAL OF, YOU KNOW, THE PROCESS, WHICH, AND THEN YES.
AND, AND SO I REALLY WANT US TO SPEND A LOT OF QUALITY, GOOD FOCUSED TIME ON THE KPIS.
UM, THE, I NOTICED YOU REFERENCED THE INTERNATIONAL CITY MANAGEMENT ASSOCIATION WEBSITE, AND, UM, I WAS AT, ON THAT SITE THIS WEEKEND AND I COULDN'T GET TO THE INFORMATION BECAUSE I GUESS I'M NOT A MEMBER OR WHATEVER.
I COULD ONLY SEE SOME VERY BROAD REFERENCES TO KPIS THAT I THINK THEY HAVE FOR SOME OF THESE VERY SPECIFIC POSITIONS.
SO IT, I THINK WITH SOME RESOURCES, I MEAN, I'M WONDERING IF WE COULD DO THIS WITHOUT A VENDOR, IF WE HAVE THE RESOURCES, WE COULD AT LEAST FOR 2324 SPEED THIS PROCESS UP BECAUSE WE'RE INTO THE OKAY, AT THE GOOD QUESTION.
[00:20:01]
AND DISCUSSED THAT.WE'VE BEEN TALKING ABOUT, ABOUT A WEEK IN BETWEEN WITH ZEL AND EVERYONE HERE.
THERE IS TWO CHOICES, YOU KNOW, WHICH THEY BOAST IS ON BASIS THE SAME TIMELINE.
WE CAN DO A AA IS LESS THAN A HUNDRED THOUSAND DOLLARS OR WE CAN GO OUT AND GET A VENDOR.
BUT WHAT I'M TRYING TO DO, WHATEVER WE DO, IS TRYING TO GET THIS COMPLETED BY FEBRUARY THE 26TH.
THAT'S MY DEADLINE, TRYING TO GET IT DONE.
AS WE LOOK AT THE TIMELINE WITH THE AA OR GO TO THE VENDOR, I THINK WE STILL CAN MAKE IT BEFORE THAT DEADLINE.
SO IT'S GONNA BE UP TO US AS A COUNCIL MEMBER TO GET INPUT AND SEE WHICH WAY YOU WANT TO GO.
SO IF WE HAD TO GO OUT FOR THE PROPOSAL, IT GONNA TAKE A LITTLE BIT MORE, WE GO TO AA, IT GONNA BRING IT BACK TO US.
SO ZEL, YOU WANT TO KIND OF RUN IT THROUGH THOSE TWO OPTIONS THAT WE WOULD DISCUSS THIS WEEK? YES, SIR.
CAN DO ZEL GIBSON CITY MANAGER'S OFFICE.
I'D LIKE TO REFER TO MS. STEWART'S QUESTION INITIALLY ABOUT WHETHER OR NOT STAFF, UH, COULD DO THIS INSTEAD OF HIRING A VENDOR.
I WOULD HEAVILY SUGGEST THAT COUNCIL MOVE FORWARD AS THEY HAVE IN THE PAST WITH THE VENDOR SELECTION FOR THIS, UH, STAFF IS AT A SIGNIFICANT DISADVANTAGE THAT I COULD PROBABLY PUT A DISSERTATION ON TO SUGGEST WHY WE WOULD PROBABLY BE IN THE WRONG POSITION TO HAVE THOSE OPEN DISCUSSIONS WITH YOU GUYS.
THINGS THAT ARE TYPICALLY SHARED IN EXECUTIVE SESSION AND INCLUDES 15 DIFFERENT, UH, INDIVIDUALS WHO HAVE POTENTIALLY DIFFERING, UH, VIEWS.
SO IN THE, IN THE PAST HAS BEEN VERY SUPPORTIVE TO HAVE A THIRD PARTY WHO, UH, AT LEAST ON THE OUTSET LOOKS NON-BIASED AND CAN, CAN PARTICIPATE IN SUPPORT THE, THE COUNCIL'S INITIATIVE THERE, UH, TO, TO, UH, THE CHAIR'S COMMENTARY ABOUT, UH, A TIMELINE.
UH, ONE OF THE THINGS THAT I DO WANT TO REITERATE, WE, WE, WE HAD BAKER TILLEY, UH, ON CONTRACT.
UH, WE BROUGHT THEM IN AT THE LAST, UH, AT HOG MEETING.
AND I'M STILL GOING THROUGH COUNSELING FOR THAT POST, UH, TRAUMATIC STRESS.
BUT, UH, IT WAS NOT THIS COMMITTEE'S DESIRE TO, UH, POTENTIALLY MOVE FORWARD.
AND SO YOU GUYS HAVE AN ACTION ITEM FOR DISCUSSION ON TODAY'S AGENDA ABOUT REQUESTING THIS STAFF ACTUALLY GO BACK OUT AND SECURE SOMEONE, UH, ELSE THAT WOULD POTENTIALLY, UH, BETTER SERVE THE, THE COUNCIL'S NEEDS, UH, IN THAT LANE.
THAT, THAT BEING SAID, WE, WE HAVE THE CAPACITY TO HANDLE THIS ADMINISTRATIVELY, RIGHT? AND WE COULD DO THAT WORK AND WE COULD BRING A VENDOR BACK THAT WOULD WORK WITH COUNCIL.
THE QUESTIONS THAT CAME UP THAT WE SHARED WITH, WITH CHAIR ATKINS MAYOR PROAM ATKINS, WAS THIS, DOES THIS COMMITTEE OR FULL COUNCIL WANNA WEIGH IN ON THAT SELECTION? AND IF SO, OUR TYPICAL ADMINISTRATIVE PROCESS WOULD NOT HAVE INCLUDED ANY COUNCIL ACTION WHATSOEVER, BECAUSE TYPICALLY IT WOULD'VE FELL BELOW THE THRESHOLD.
IT WOULD'VE BEEN UNDER THE ADMINISTRATIVE REQUIREMENTS AND RIGHTS FOR THE MANAGER TO MOVE FORWARD.
WE WOULD'VE BROUGHT YOU A VENDOR.
STAFF'S FEAR WOULD BE WE'D BRING YOU SOMEBODY THAT YOU WOULDN'T WANT TO POTENTIALLY ENGAGE, RIGHT? AND SO WE HAD SOME DISCUSSIONS WITH THE, THE CHAIR THIS MORNING ABOUT WHAT THAT WOULD LOOK LIKE AS FAR AS YOU GUYS BEING A PART OF THE EVALUATION PROCESS, RIGHT? WHO WE, THE, WHOEVER WE BRING TO BEAR OR WHOEVER DECIDES THAT THEY JUST WANT TO PARTICIPATE IN WHATEVER SOLICITATION WE PUT OUT ON THE STREET, ANY NUMBER OF MAJOR FIRMS. WE MAY GET SOME MOM PAUSE THAT ARE INTERESTED IN SERVING IN THIS CAPACITY AS WELL.
BUT WE WANT THIS COMMITTEE, WE WANT THE FULL COUNCIL TO BE VERY COMFORTABLE WITH THIS BECAUSE THIS IS SOMEBODY THAT YOU'RE DEALING WITH DIRECTLY.
THEY'RE GONNA MEET WITH YOU INDIVIDUALLY, THEY'RE GONNA BRIEF YOU GUYS IN EXECUTIVE SESSION.
THEY'RE GONNA BE REVIEWING THE, THE CITY'S HIGHEST APPOINTED OFFICIALS THAT REPORT TO YOU GUYS.
AND SO WE, WE WANT THAT TO BE TO YOUR SATISFACTION.
NOW, DATES AND TIMES, UH, THE, THE CHAIR, YOU KNOW, LAID DOWN THE GAUNTLET AND SAID HE'D LIKE ALL THIS DONE BY FEBRUARY, UH, 26TH.
AND ABOUT THAT TIME I STARTED SWEATING.
UH, WE'RE, WE'RE GONNA WORK VERY DILIGENTLY TO DO THE PROCESS CORRECTLY.
WE'RE GONNA BRING IT FORWARD BASED ON THIS COUNCIL, THIS COMMITTEE'S DIRECTION, AND WE'LL DO SO HOPEFULLY WITHIN THAT TIMEFRAME THAT STILL ALLOWS YOU GUYS TO DO YOUR CATCHUP PROVISION SO THAT YOU CAN TAKE CARE OF ANY PRIOR ACTIVITY, PRIOR YEARS OF REVIEW.
THAT CAN BE DONE AS IN THE TIMELINE STATED IN THE ACTION, UH, SLIDE THERE BY APRIL.
SO WE MAY HAVE A FLOATING DATE THERE, AGAIN, TO MAKE SURE THAT WE HAVE A GOOD AND SOLID PROCESS AND DEPENDS ON HOW MUCH COUNCIL ACTIVITY OR ACTION THAT YOU GUYS WANT TO HAVE.
BECAUSE IF WE'RE DOING IT ADMINISTRATIVELY, IT OTHERWISE WOULD NOT REQUIRE.
JUST FOR CLARIFICATION, THEN, THIS VENDOR IS JUST FOR THE CATCHUP OR IS FOR THE WHOLE PROCESS WALKING US THROUGH THE WHOLE PROCESS.
SO THIS VENDOR, I WOULD HOPE, AND NINA YOU WOULD HAVE TO HELP ME WITH THIS, BUT I THINK WITHIN THE A HUNDRED, UNDER A HUNDRED THOUSAND DOLLARS THRESHOLD, WE SHOULD BE ABLE TO GET THE CATCH UP PERIOD.
[00:25:01]
AND THEN WHAT WE WOULD WANT TO DO FOR 24, 25 NOW, BEYOND THAT, AND TO, AFTER THE CATCH UP IS DONE, AND WE'RE ON THE REGULAR CYCLE, WHICH IS IN GREEN ON THE SLIDE THERE.I DON'T KNOW THAT WE WOULD HAVE ENOUGH, UH, FINANCIAL BEARING ON THE CONTRACT TO CONTINUE THAT.
WE MIGHT HAVE TO GO TO COUNCIL FOR ACTION WHERE YOU GUYS WOULD ADD MONEY TO THE CONTRACT.
THAT'S IF YOU LIKE SAID VENDOR.
I'M HOPING THAT WE WOULD HAVE A SUCCESSFUL PROCESS IN THIS CATCH UP AND THAT YOU'RE PARTNERING WITH SAID VENDOR WOULD WORK.
BUT IF NOT, WE COULD BE ASKED TO GO DO A NEW PROCUREMENT.
I WOULD JUST ASK THAT THESE PROCESSES ARE ALL WORKING TOGETHER.
LIKE WHAT WE DO FOR OUR CATCHUP LAYS THE GROUNDWORK AND THE FOUNDATION FOR WHERE WE'RE HEADED.
WE DON'T JUST PULL SOME THINGS OUT OF THE AIR, BUT WE, I MEAN, THIS HAS GOT TO BE A VERY THOUGHTFUL PROCESS.
IT'S INCREDIBLY NECESSARY AND GOES TO SO MANY DIFFERENT THINGS.
I I WON'T PREACH A SERMON ON THAT, BUT IT'S, IT'S IMPORTANT TO ME THAT WE BE EFFICIENT AND THAT WHAT WE ACCOMPLISH FOR THE CATCH UP SPEAKS TO AND FEEDS INTO 24, 25 AND THEN 25, 26 AND GOING FORWARD.
I MEAN, JUST, WE'VE GOT TO DO THAT.
UM, I JUST FEEL LIKE WE'RE SOMETIMES WE GET SO SEGREGATED, WHICH IS WHY SOMETIMES I ASK QUESTIONS 'CAUSE I FEEL LIKE THIS WAS OVER HERE AND THIS IS OVER HERE, AND IT, WE JUST HAVE TO START PULLING ALL OF THIS TOGETHER, UM, SO THAT WE'RE ALL FOLLOWING THIS AND ONBOARD AND ALL OF THAT.
SO I, THAT'S ALL I WOULD ASK IS THAT, LET'S WHERE WE START, BECAUSE IT LOOKS A LITTLE BIT DIFFERENT.
WHEN YOU LOOK AT THE SLIDE BEFORE THAT, WHICH LAYS OUT THIS LONG-TERM KPIS FOR THE, WHAT YEAR IS THAT GONNA BE FOR? THAT'S GONNA BE FOR 25, 26.
CORRECT THAT ON THE SLIDE WITH, UM, THAT IS PROPOSED PROCESS AND TIMELINE.
BUT DON'T, DON'T THE KPIS HAVE AN ANNUAL RESET AS MUCH AS THE, THE, THE TIMELINE HAS A CATCH UP PROVISION AND THEN THERE IS A, UH, ONGOING MOVE FORWARD, UH, CALENDARIZED A SET OF EVENTS.
BUT THE KPIS, THE COUNSEL WILL GET TO RESET THEM ANNUALLY ACCORDING TO THE PROCESS, CORRECT? THAT, THAT IS CORRECT.
UH, THE SLIDE WITH THE PROPOSED PROCESS AND TIMELINE IS JUST BEGINNING IN GENERIC TERMS. SO IT JUST TALKS ABOUT WHAT A TYPICAL CYCLE WILL LOOK LIKE WHEN WE GO TO THE NEXT SLIDE.
THE INTENT IS FOR KPIS TO BE SET EVERY FEBRUARY AND MARCH.
IS THAT PLANNING? YES, I UNDERSTAND.
YOU KNOW, OPPORTUNITY AND THE PROPOSED, UM, APPROACH IS TO HAVE THE CATCHUP PROCESS, THE KPI SESSION MM-HMM
AND THE EVALUATION AT THE END OF THE YEAR ALL DONE BY THE SAME VENDOR.
AND THE INTENT IS THAT, WELL, THE CATCHUP IS BASICALLY TO TAKE CARE OF PREVIOUS ACTIONS.
UM, BUT THE SETTING UP THE GOALS AND THEN EVALUATING ON THOSE GOALS BEING DONE BY THE SAME VENDOR, WHICH WE HAVE NOT DONE BEFORE, WILL ALLOW FOR THAT CONTINUITY.
AND YOU KNOW, THE IDEA WILL BE THAT WE WILL FIND A VENDOR THAT WILL DO THAT YEAR OVER YEAR.
UH, OF COURSE WE WILL HAVE TO WORK WITHIN OUR PROCUREMENT, UH, PROCESS RIGHT.
BUT THIS TIMELINE CLEARLY DOESN'T APPLY TO 2324.
WE REALLY CAN'T MAKE IT WORK FOR 24 25.
WE CAN MAKE IT WORK FOR, I'M SORRY, IT'LL BE 25, 26, IS THAT RIGHT? UH, YEAH.
UM, FOR 24, 25, WE HAVE TWO QUARTERS LEFT IN THE YEAR.
YEAH, BUT I JUST DON'T SEE US MEET
I MEAN, MAYBE YOU'RE OPTIMISTIC.
MAYBE BY THE LAST QUARTER WE'LL HAVE IT.
BUT ANYWAY, I'M SORRY TO BE THAT, THAT COMMENT'S NOT FAIR.
SO WE, IT'S POSSIBLE IT COULD BE USED FOR 24 25, BUT, BUT WE'RE GONNA SHOOT FOR THIS FOR 25, 26 AND GOING FORWARD THAT THIS WILL BE THE NEW PLAN OR THE PLAN.
I'M GONNA,
UH, THE PAST SEVERAL MONTHS WE'VE HAD, UH, WORK BEFORE US IN, IN, UH, A CITY MANAGER SEARCH.
SO DOING THAT WORK LEADING UP TO THIS.
AND SO I WANT TO THANK YOU FOR, FOR GETTING US TO, TO THIS POINT.
UH, WE MUST HAVE AN EVALUATION IN ORDER TO BE ABLE TO GIVE CLEAR DIRECTION, SET OUR STRATEGIC GOALS, AND TO HOLD OUR STAFF
[00:30:01]
ACCOUNTABLE.UM, AND SO VERY EXCITED THAT THAT WE'RE HERE.
UM, DO BELIEVE THAT WE NEED TO HIRE A FIRM TO BE ABLE TO HELP US GUIDE AND SHAPE WHAT, HOW WE SCORE THE METRICS.
THIS, THIS COUNCIL WILL SET THOSE STRATEGIC GOALS.
UH, WHAT, WHAT I DO FEEL WE NEED ASSISTANCE IS, IS HOW DO WE MEASURE THOSE? HOW, HOW DO WE, UH, MEASURE SUCCESS? HOW DO WE MEASURE FAILURE? RIGHT? AND SO WHEN, WHEN WE'RE SEEKING THAT GUIDANCE, IS, IS THAT A, A OFFERING THAT THE CONSULTANT WILL BE ABLE TO HELP US FRAME THOSE METRICS AND, AND, AND HOW WE MEASURE SUCCESS? ABSOLUTELY.
AND WHAT, UM, WE WOULD LIKE TO PROPOSE IS THAT, UH, THE SPECS FOR THE VENDOR'S WORK IS DEVELOPED AND THEN PROVIDED TO COUNCIL OR TO THE COMMITTEE FOR INPUT, JUST TO MAKE SURE THAT EVERYTHING THAT IS THIS, THIS VENDOR WILL BE ABLE TO ASSIST YOU ALL WITH IS INCLUDED AND IS PART OF THEIR PERFORMANCE.
UH, SO AGAIN, THEY CAN DO AS MUCH AS YOU WOULD LIKE THEM TO DO.
TYPICALLY, THEY HELP SET THE CRITERIA.
THEY ASSIST WITH, UM, PRIORITIES, SETTING PRIORITIES AND SETTING GOALS, ENSURING THAT, YOU KNOW, THE NUMBER OF GOALS IS APPROPRIATE, THAT THE WAY IN WHICH WE MEASURE THE GOALS IS, UM, TANGIBLE.
IT'S, YOU KNOW, IT'S EVIDENT IF SOMEONE HAVE MET OR NOT THE GOAL.
SO IT'S NOT UP TO INTERPRETATION.
SO THESE ORGANIZATIONS HAVE EXPERIENCE WITH THAT TYPE OF WORK, AND IF WE INCLUDE THAT IN THE CONTRACT, THEY WILL PROVIDE THOSE SERVICES.
UM, WITH THAT, IS THERE OPPORTUNITIES FOR US TO TIE IN INCENTIVES AND BONUSES, UH, WHEN THERE'S EXCEEDING OF EXPECTATIONS? AND HOW DOES THAT COME INTO PLAY WITH OFF, UH, SERVICES THAT HAVE ALREADY BEEN PROVIDED? UM, WHICH IS MY UNDERSTANDING WE CAN'T RETROACTIVELY PAY FOR PAST, UM, WORK THAT HAS ALREADY BEEN COMPLETED.
SO HELP ME UNDERSTAND HOW WE CAN INCENTIVIZE OUR, UH, OUR STAFF IF THEY DO EXCEED THESE EXPECTATIONS SET BEFORE THEM.
AND, AND I, I WILL, I'LL SPEAK ABOUT THAT IN GENERAL FIRST AND THEN TALK ABOUT, IN PARTICULAR FOR EXECUTIVES, WHAT IS TYPICALLY DONE FOR TOP EXECUTIVES IN ORGANIZATIONS, UH, WHICH COULD BE IMPLEMENTED HERE AS WELL.
UM, FOR STAFF IN GENERAL, IF THERE IS A SPECIFIC PROJECT THAT IS OUTSIDE OF THEIR REGULAR SCOPE, UH, AND OR A STRETCH GOAL THAT IS SIGNIFICANT AND DIFFICULT TO ACHIEVE, UH, THERE IS A DOCUMENT THAT IS SET UP IN WHICH WE SPEAK ABOUT WHAT, WHO, WHEN, AND THEN THERE IS A, A SPECIFIC AMOUNT TIED TO THAT PERFORMANCE.
UM, NOW FOR EXECUTIVES, IT IS THE PREFERRED, UH, WAY OF INCENTIVIZING EXECUTIVE PERFORMANCE TO TIE SPECIFIC REWARDS TO SPECIFIC PERFORMANCE, IN PARTICULAR STRETCH GOALS.
AND IN THE PRIVATE SECTOR, THAT IS TYPICALLY TIED TO FINANCIAL, UM, ACHIEVEMENT, UH, IN THE PUBLIC SECTOR MAY BE AT TIED TO SPECIFIC OUTCOMES LIKE REDUCTION IN CRIME, FOR INSTANCE.
UH, SO YOU COULD HAVE A GOAL AND A STRETCH GOAL AND THEN ATTACH CERTAIN, UH, REWARD IN TERMS OF, UH, PAYMENT BASED ON THE ACHIEVEMENT OF THE GOALS AT ONE OR THE OTHER LEVEL.
UM, ON THE OTHER SIDE, IF THIS, UH, STAFF MEMBER IS NOT MEETING EXPECTATIONS AT THIS LEVEL OF, UH, LEADERSHIP, TYPICALLY PROBATIONARY PERIODS ARE NOT, UM, ISSUED.
UH, AND SO HELP ME UNDERSTAND, UM, WHAT THE PROCESS WOULD BE, AND I'M NOT SURE IF IT'S TIED TO A CONTRACT OR IF IT'S SOLELY BASED ON THE EVALUATION, BUT WHAT, WHAT'S THE, UH, WHAT GOES INTO PLAY IF THE STAFF MEMBER IS NOT MEETING EXPECTATIONS? YEAH, TYPICALLY IT'S THIS TYPE OF PAY AT RISK.
THE RISK IS YOU GET NOTHING IF YOU DON'T PERFORM.
SO YOU GET PART OF YOUR, UM, COMPENSATION AS PAY AT RISK AND THAT PAY AT RISK, THEN, UH, IF YOU ACHIEVE, YOU GET IT.
[00:35:01]
BASICALLY IS PAY AT RISK, UH, THAT YOU DON'T OBTAIN BECAUSE YOU DIDN'T ACHIEVE.SO THAT'S TYPICALLY HOW IT WORKS.
UM, I MAY SAY THAT THAT TYPE OF MODEL IS NOT TYPICAL IN THE PUBLIC SECTOR, BUT IT IS TYPICAL WHEN YOU'RE EVALUATING TOP LEADERS OF ORGANIZATIONS.
UM, EVALUATION, UH, YOU KNOW, WE, I DON'T NEED TO GO BACK AND, AND PLAY THE BOOKS OF THIS SHOULD HAVE BEEN DONE, UH, MORE REGULARLY AND, AND SOONER.
AND SO WHAT CAN WE PUT IN? IS THERE A MANDATE THAT WE CAN PUT IN EITHER THROUGH POLICY OR THROUGH A EMPLOYMENT CONTRACT THAT MANDATES NO LESS, THAT WE WILL HAVE AN EVALUATION NO LESS THAN ONCE A YEAR? ABSOLUTELY.
YOU CAN INCLUDE IT IN CONTRACTS, BUT ALSO IT COULD BE PART OF A RESOLUTION.
AND PART OF MY, UH, RECOMMENDATION TODAY IS THAT THERE IS A SCHEDULE, THERE IS A CALENDAR, THERE IS AN INTENT THAT GUIDES AND EMPOWERS STAFF TO INITIATE THESE PROCESSES WITH A CADENCE AND A RHYTHM THAT DOES NOT LEAVE US IN THE PLACE WE'RE AT.
AND, AND SO RIGHT TO NOT BE IN THE PLACE THAT WE ARE, WHO'S TRACKING THIS? IS IT, IS IT THE COMMITTEE? IS IT HR? IS IT THE CONSULTANT WHO WOULD BE CHARGED WITH ENSURING THAT THE EVALUATIONS WERE BEING DONE AND, AND ON TRACK? UH, ACCORDING TO THE CALENDAR, IF A CALENDAR ESTABLISHED, THE HR DEPARTMENT WILL ENSURE THAT THERE ARE PERIODIC EVALUATIONS AND WE WILL SEND OUT THE NOTICES.
NEXT WE GO HERE AS WE DO WITH ALL OTHER EMPLOYEES.
UM, I, I THINK IT'S, IT'S, UH, THE RIGHT THING TO DO.
IT IS NOT MOVE FORWARD WITH, WITH THE CURRENT CONSULTANT THAT WE HAVE BECAUSE OF, I BELIEVE THERE, THERE'S A CONFLICT O OF INTEREST WITH A, UH, A CONSULTANT WHO, UM, IS, IS GOING TO BE GIVING THE RECOMMENDATION FOR A CITY MANAGER IN KEEPING THAT PERSON EMPLOYED FOR A YEAR.
IF, IF THAT'S WHAT HAPPENS IS THIS PERSON WHO'S DOING THE EVALUATION IS BASICALLY GRADING THEIR, THEIR THEIR OWN HIRE.
AND SO, UM, I THINK WE, WE DO NEED TO MOVE OUTSIDE OF, OF, OF THAT, UH, CONSULTANT.
UH, BUT I DO FEEL THAT WE NEED ONE IN ORDER TO BE ABLE TO MAKE SURE THAT IT'S A FAIR PROCESS, UH, BOTH TO THE EMPLOYEE AND TO, UM, AND INTO THIS COUNCIL.
FIRST OF ALL, I WANNA BEGIN BY, BY COMMENDING YOU AND EVERYBODY ON THE COMMITTEE, THIS IS A GREAT BEGINNING AND GOOD, REALLY GOOD COMMENTS.
UM, I, I WANNA JUST SHARE A COUPLE OF QUESTIONS.
MY UNDERSTANDING OF PERSONNEL AND DO, HAVING DONE THIS DOZENS OF TIMES, IS THAT FIRST YOU HAVE TO START WITH WHAT ARE THE GOALS.
AND SO YOU CAN'T MEASURE SOMEBODY AGAINST A GOAL THAT'S ARBITRARY.
AND SO, AND IN ORDER TO KEEP US FROM GOING DOWN THE TRACK THAT WE DID WITH A PREVIOUS CITY MANAGER WHERE THE LIST WAS, SO THE KPIS WERE SO ONEROUS THAT THERE WAS NO WAY ANYBODY COULD EVEN BE EVALUATED, MUCH LESS PERFORMED.
AND SO WE NEED SOMETHING THAT IS SUCCINCT AND THAT IS DIRECTLY TIED TO WHAT THE COUNCIL GOALS ARE FOR THAT PARTICULAR EMPLOYEE.
AND IN SOME CASES IT MAY BE FOR THE WHOLE CITY, BUT FOR SOME PARTICULAR, UH, ASPECT OF THE WORK OF THE CITY.
UM, SO I THINK THE STEP THAT MAY BE MISSING ON THIS IS THE WILLINGNESS OF THE, UH, AN UNDERSTANDING OF THE WILLINGNESS OF THE COUNCIL TO ACTUALLY SET FORWARD THOSE GOALS.
THAT'S BEEN THE BARRIER ALL THE WAY ALONG.
IN ADDITION TO, UH, SETTING POLICY AND THE BUDGET, THE, THE, THE SUPERVISION, FOR LACK OF A BETTER WORD OF THESE EMPLOYEES IS OUR MOST IMPORTANT RESPONSIBILITY.
IT IS NOT THE PUBLIC'S, IT IS NOT, CERTAINLY NOT SOME, UH, STAFF TO SUPERVISE OR EVEN DIRECT THEIR OWN EMPLOYER, RIGHT? THEIR OWN BOSSES.
SO IT'S, IT WOULD BE COMPLETELY INAPPROPRIATE FOR US, FOR Y'ALL TO DO ANYTHING OTHER THAN SORT OF STAFF SUPPORT.
SO I THINK THAT PIECE, MR. CHAIR OF SETTING THOSE GOALS FOR EACH ONE OF THOSE DEPARTMENTS MUST BE DONE BEFORE THE KPIS CAN BE DONE.
AND SO AS I WAS GOING DOWN THE LIST OF WHAT NEEDS TO HAPPEN IN THIS PROCESS, WHAT CAME OUT EACH TIME WAS THE WILLINGNESS OF THE COUNCIL TO ACTUALLY DO THE WORK.
AND SO I THINK IN THIS PROCESS AND IN THIS CALENDAR SETTING, THERE'S GOT TO BE THE PRE-WORK INCLUDING THE, THE, UM, POLITICS AND SOMETIMES HISTRIONICS OF US TO BUILD
[00:40:01]
INTO THAT TIMELINE.FRANKLY, I'M GONNA BE REALLY BLUNT ABOUT IT.
WE'VE GOT TO BE PREPARED FOR OUR OWN INTERNAL DRAMA AROUND SOME OF THIS SO THAT WE CAN MOVE FORWARD BECAUSE IT IS THAT DRAMA THAT HAS KEPT US FROM HAVING AN EVALUATION SINCE I THINK CHAIR, UH, WILLIS MENTIONED AUGUST OF 22, UH, SINCE WE'VE DONE THAT, AND EVEN THAT WAS INFESTED.
UM, SO I, I HOPE THAT THIS WON'T JUST BE WORDS SAYING, YES, WE HAVE TO HIRE A CONSULTANT, AND YES, WE HAVE TO DO KPIS.
WE WILL NOT BE SUCCESSFUL WITHOUT THE COUNCIL BEING WILLING TO SET FORWARD OUR OWN GOALS OF WHAT WE WANT IN ORDER FOR PEOPLE TO BE APPROPRIATELY MEASURED.
SO I, AND I AS ALWAYS, AM COMPLETELY AT YOUR DISPOSAL TO HELP TO USE MY EXP EXPERIENCE IN THIS, TO USE MY CONTACTS IN THIS TO HELP WITH DOING THAT GOAL SETTING.
BUT THAT PRE-WORK MUST BE DONE.
AND SO WHAT I WANNA SAY ABOUT THAT IS THAT REGARDLESS OF INDIVIDUALS ON OUR COUNCIL, MAYOR AND COUNCIL IN REGARDLESS OF OUR WILLINGNESS TO PARTICIPATE, WE HAVE TO DO IT ANYWAY.
SO IF A CERTAIN NUMBER OF PEOPLE SHOW UP, THEN THOSE ARE THE GOALS THAT ARE SET.
WE HAVE TO STOP HOPING THAT EVERYONE'S GONNA COME.
'CAUSE THERE ARE SOME PEOPLE WHO NO MATTER WHAT, ARE NOT GONNA PARTICIPATE IN THAT GOAL SETTING.
AND IT'S NOT FAIR TO OUR EMPLOYEES NOT TO HAVE THOSE KPIS APPROPRIATELY SET WITH JUST BECAUSE SOME PEOPLE DON'T WANNA PLAY.
NUMBER TWO, UM, THE, UH, THERE WAS A MENTION IN A MEMO ABOUT, UH, COUNCIL BEING ABLE TO PUT IN, PUT FORWARD EVALUATIONS ANONYMOUSLY THAT WOULD LATER BE MADE PUBLIC.
AND I THINK IT'S ABSOLUTELY, UM, UNACCEPTABLE FOR US TO HIDE AND THEN HAVE THEIR, YOU KNOW, THEIR EVALUATION BE MADE PUBLIC.
SO I'D LIKE TO HEAR FROM YOU, UM, UH, MS. ARIA, WHAT IS GENERAL PRACTICE FOR EMPLOYEES IN THE CITY COUNCIL FORM OF GOVERNMENT FOR THE EMPLOYEES OF THE COUNCIL IN TERMS OF THEIR EVALUATIONS BEING MADE PUBLIC? WHAT, WHAT'S GOOD, WHAT'S GOOD PRACTICE ON THAT? AND IF YOU DON'T KNOW THE ANSWER YET, I, I THINK IT'S VERY IMPORTANT THAT WE UNDERSTAND IF PEOPLE'S PERSONNEL FILES BECAUSE THEIR EMPLOYEES OF THE COUNCIL ARE MADE PUBLIC OR ARE KEPT PRIVATE IN EXECUTIVE SESSION.
I, I WILL SAY THAT THE ONLY, UM, OPPORTUNITY TO KEEP THAT FEEDBACK AND THAT DISCUSSION, NOT THE OUTCOME, BUT THE DISCUSSION PRIVATE WILL BE IN EXECUTIVE SESSION.
THAT WILL BE THE ONLY OPPORTUNITY TO DO THAT.
AND ANY FEEDBACK THAT IS MADE PUBLIC, YOU KNOW, OR ANY FEEDBACK THAT DOES, IS NOT DISCUSSED IN THAT PREMISE.
AND I DEFINITELY WOULD LIKE TO HEAR IF OUR, UM, CITY ATTORNEY'S OFFICE HAVE A DIFFERENT, UM, YOU KNOW, OPINION, BUT ANYTHING THAT IS NOT DISCUSSED IN, UM, CLOSED SESSION, THEN IT BECOMES A PUBLIC.
SO I GUESS THE QUESTION THAT I'M ASKING YOU, MADAM CITY, THE ATTORNEY, IS THIS, HOW DO WE, UM, BE ABLE TO RESPECT THE PRIVACY AND DIGNITY OF OUR SIX EMPLOYEES WHILE, UM, GIVING AN BEING, BEING ABLE TO HONESTLY AND ACTUALLY EVALUATE, UM, IS THERE A WAY TO DO THAT SO THAT NOBODY LATER COULD HAVE REPUTATIONS HARMED OR ANY EVEN POTENTIAL LIBELOUS SITUATIONS? IT, IS IT NOT IN WRITING, IS IT, I OBVIOUSLY IT WOULD BE EXECUTIVE SESSION.
I'M JUST CURIOUS ABOUT THIS WRITTEN EVALUATION THAT'S BEEN PROPOSED.
SO YOU'RE RIGHT THAT THE, UM, THE OPEN MEETINGS ACT PROVIDES FOR A PERSONNEL EXECUTIVE SESSION.
WILL YOU TELL ABOUT WHO YOU ARE PLEASE? TAMMY PALINO, CITY ATTORNEY.
UM, BUT YOUR OTHER QUESTION IS, IF EVALUATIONS ARE CREATED, ARE THOSE PUBLIC DOCUMENTS? YES, THEY WOULD BE SUBJECT TO PUBLIC INFORMATION ACT.
SO MR. CHAIR, WHAT I WOULD PROPOSE THEN IS JUST TO MAKE SURE THAT FOR THE SAKE OF, OF, UM, THE BEST POSSIBLE EVALUATION AND THE AVOIDANCE OF ANY POTENTIAL LIBELOUS OR WHATEVER THAT, THAT THOSE EVALUATIONS HAPPEN IN EXECUTIVE SESSION AND THAT THEY'RE VERBAL.
UM, BECAUSE IF THOSE EVALUATIONS BECOME PUBLIC DOCUMENTS, UM, THEN PEOPLE COULD GET HURT IN LOTS OF DIFFERENT WAYS.
AND SO I THINK IT'S VERY IMPORTANT THAT THOSE, UH, REMAIN PRIVATE.
[00:45:01]
SEE.SO THANK YOU SIR FOR ALLOWING ME TO SPEAK.
THANK YOU SO MUCH, CHAIR FOR, UM, LETTING ME JOIN YOU TODAY.
AND, UM, SO I, I WANNA THINK ABOUT THIS.
DURING THE CITY MANAGER SEARCH, I'VE HAD A NUMBER OF PEOPLE REACH OUT TO ME AND SAY, YOU NEED TO HIRE SOMEONE FROM PRIVATE SECTOR.
YOU NEED SOMEONE FROM PRIVATE SECTOR.
AND I REMIND THEM THAT, UH, YOU WOULD BE UNDERPAID, YOU'D HAVE 15 BOSSES AND YOU'D HAVE TO CONNECT, CO UM, CONDUCT ALL OF YOUR BUSINESS IN PUBLIC.
AND, UH, THAT MIGHT NOT BE APPEALING TO SOMEONE IN THE PUBLIC SECTOR, IN THE PRIVATE SECTOR.
UH, BUT THERE ARE OTHER WAYS TO INFUSE PRIVATE SECTOR PRACTICES THAT ARE BENEFICIAL TO BUSINESS AND MOVING BUSINESS FORWARD INTO WHAT WE DO.
UM, AND SO I WOULD SAY THAT WHEN YOU LOOK AT THE FACT THAT THE LAST REVIEWS WERE DONE AUGUST 23RD, 2022, TWO AND A HALF YEAR, ALMOST TWO AND A HALF YEARS AGO, THAT WOULD NEVER FLY IN THE PUBLIC SECTOR, NOT AT THE, OR IN THE PRIVATE SECTOR, NOT AT THIS LEVEL, AT EXECUTIVE LEVEL.
AND SO I'M JUST TE I'M SAYING THIS BECAUSE I, I WANNA REFRAME SOME THINKING THAT I'VE HEARD, AND I APPRECIATE THE, THE COMMITTEE'S TIME ON THIS.
AND I, I UNDERSTAND THE COMPLICATIONS AND, UH, COUNCIL MEMBER SCHULTZ JUST ALLUDED TO SOME OF IT ABOUT HOW DIFFICULT IT IS TO JUST CONDUCT A JOB REVIEW, UM, IN THIS SITUATION.
BUT, UM, WHAT I WOULD PROPOSE, AND I KNOW YOU ALL HAVE TALKED THROUGH THIS, BUT THAT WE HAVE BAKER TILL UNDER CONTRACT, MS. ARIAS, IS IT THE RECRUITING ARM IS DIFFERENT FROM THE STRATEGY ARM? WOULD THAT BE TRUE? I MEAN, MANY COMPANIES HAVE DIFFERENT DIVISIONS THAT HAVE FIREWALLS AND DON'T HAVE ANYTHING TO DO WITH ONE ANOTHER.
SO IT'S NOT THAT THE PEOPLE, IF WE STUCK WITH THEM SINCE THEY'RE UNDER CONTRACT AND COULD BE MORE EXPEDITIOUS IN CLOSING THIS TWO AND A HALF YEAR GAP THAT THE PEOPLE WHO DID OUR RECRUITING FOR CITY MANAGER WOULD BE COMPLETELY DIFFERENT THAN THE TEAM THAT MIGHT CONDUCT A PERFORMANCE EVALUATION.
I AM NOT VERY FAMILIAR WITH THE INNER WORKINGS OF BAKER TILLY, HOWEVER, UM, I WOULD ASSUME THAT THEY ARE COMPLETELY DIFFERENT.
THEY'RE A COMPANY THAT IS LARGE ENOUGH AND TYPICALLY A CONSULTING FIRM HAS SPECIALTIES AND BRANCHES AS, AS YOU DESCRIBED.
YEAH, I MEAN, I SAW PART OF THE INTER I THINK WHEN YOU ALL DID INTERVIEWS AND THE PEOPLE REPRESENTED THAT WOULD BE DOING THIS WERE DIFFERENT FROM THE RECRUITING ARM, WHICH ARE TWO DIFFERENT, I WOULD THINK, REVENUE GENERATORS.
UM, SO WHAT I MEAN, PERFORMANCE REVIEWS CAN BE, UM, FAIRLY FORMULAIC, I THINK.
UM, AND WHAT WE'RE LOOKING AT IS IN AUGUST OF 20 22, 2 OF THOSE EMPLOYEES ARE NO LONGER HERE.
SO THOSE, THOSE POSITIONS, CITY ATTORNEY AND CITY MANAGER ARE ANY GOALS THAT WOULD'VE BEEN SET WOULD'VE BEEN OFF THE TABLE.
AND WE DID DISCUSS GOALS, BY THE WAY.
UM, CITY SECRETARY, CITY AUDITOR IS PART, WAS PART OF THAT.
AND THEN NOW WE HAVE THE INSPECTOR GENERAL THAT WAS BECOMING INTO THIS NEW.
AND SO, UM, WE DEFINITELY NEED A FACILITATOR FOR THIS PROCESS, MR. GIBSON.
UM, BUT I WOULD SUGGEST SOMETHING THAT RUNS CONCURRENTLY BECAUSE I THINK THAT WE DO NEED TO PROCURE A SUPER STRONG PARTNER TO HELP US WORK THROUGH AS A WHOLE BECAUSE THE, THIS, THESE, THE GOAL SETTING IS AS A WHOLE, UM, THAT COUNCIL WOULD DO THAT WE NEED TO PROCURE THAT VENDOR.
NOW WE KNOW THAT PROCUREMENT TAKES SOME TIME, AND I'M JUST, I I'M NOT GETTING BEHIND DELAYING THIS EVEN BY, UM, MUCH MORE TIME TO PROCURE SOMEONE NEW, EVEN THROUGH AN AUTHORIZED ACTION OR ADMINISTRATIVE ACTION THAT STILL COMES WITH ITS OWN TIME.
YOU'RE GONNA HAVE TO PROCURE SOME, YOU'RE STILL GONNA HAVE TO BRING PEOPLE TO THE TABLE AND INTERVIEW AND VET AND FIGURE OUT WHAT WE WANNA DO.
SO I WOULD BE IN FAVOR OF DOING THE LOOK BACK ON PERFORMANCE.
AND ONE OF THE BENEFITS OF HAVING THAT DISCUSSION WITH OUR EXECUTIVE LEVEL IS I THINK IT COULD GIVE US SOME GROUNDWORK FOR WHEN WE DO CREATE OUR KPIS.
AND SO I WOULD ASK THAT WE RECONSIDER MOVING FORWARD WITH THE TEAM THAT IS SEPARATE AT BAKER TILLY TO DO THE PERFORMANCE REVIEW STRUCTURE AND FACILITATE THAT WITH US SO WE'RE NOT MAKING OUR EXECUTIVE LEVEL EMPLOYEES WAIT ANY LONGER AFTER TWO AND A HALF YEARS.
UM, AND THEN WORK THAT THIS COMMITTEE WOULD CONTINUE THEIR WORK ON PROCURING A NEW PARTNER TO HELP WORK THROUGH, UM, GOAL SETTING AND WHAT THAT WOULD MEAN.
UH, AND I, I LIKE THE TIMING THAT I'M SEEING, NOT THE, NOT THE QUARTERLY.
I AGREE WITH THE, UM, WHOEVER HAS BROUGHT UP THAT, THAT I THINK, UH, CHAIR RIDLEY HAD BROUGHT UP THAT THAT COULD BE KIND OF ONEROUS AND I AGREE WITH THAT.
[00:50:01]
GOOD BECAUSE IT, YOU HAVE THE RESULTS OF THE PREVIOUS YEAR AS YOU'VE GONE INTO THE BUDGETING PROCESS.UM, WE'LL UNDERSTAND HOW THAT EXECUTIVE IS, UM, TAKING COUNCIL'S PRIORITIES AND WORKING THAT INTO THE BUDGET THAT'S BEING PROPOSED TO US.
AND SO I THINK THOSE ARE A COUPLE OF KEY BAROMETERS ON, ON WHERE WE WOULD WANT TO GO IN AN EVALUATION.
BUT ONE OF THE MOST IMPORTANT THINGS IS THAT A DIALOGUE IN A PERFORMANCE REVIEW, NOT HAVE ANYONE HINDER FRANK COMMENTS.
UH, AND IT'S A TWO WAY STREET.
I THINK THAT THE LAST REVIEWS WE DID WAS THE FIRST TIME IN A LONG TIME THAT THE CANDIDATE OR THE, UM, THE EMPLOYEE WAS ACTUALLY IN THE ROOM FOR PART OF THE DISCUSSION, WHICH I CAN'T BELIEVE THAT THAT USED TO HAPPEN, UH, ANY OTHER WAY.
UM, BUT WE DON'T WANT ANYTHING TO AFFECT THAT PERSONAL EXCHANGE.
AND I KNOW THAT SPECIFIC INCIDENCES CAN BE REFERENCED.
AND SO THAT'S NOT REALLY SOMETHING THAT IS COMMON TO LAY OUT FOR PUBLIC CONSUMPTION.
I DO BELIEVE THAT A STATEMENT AFTERWARD WITH ANY GOAL DISCUSSION AND OUTCOMES IS APPROPRIATE FOR THE PUBLIC.
SO THEY WILL KNOW AND HAVE SOMETHING DEFINED FOR THEM TO KNOW OVERALL WHAT THE, THE CONVERSATION WAS LIKE.
UM, BUT I WOULDN'T WANNA HINDER ANYONE'S ABILITY TO COMMUNICATE FRANKLY ABOUT SOME OF THE DIFFICULT ASPECTS OF SOME PERFORMANCE OR, OR ROLES.
UM, AND ALSO THAT IT'S A TWO-WAY STREET THERE AS WELL, BECAUSE WE WANT OUR STAFF AT THIS LEVEL TO BE ABLE TO SHARE WITH US VERY FRANKLY AS WELL.
UH, I WOULDN'T WANT THEM TO BE ABLE TO HOLD BACK.
I WOULD WANT THEM TO BE ABLE TO SPEAK VERY HONESTLY WITH US.
SO WHAT I WOULD ASK THE COMMITTEE IS THAT THIS IS OUT OF THE NORM BECAUSE OF THE TIME THAT THAT HAS GONE BY.
SO I JUST, I FEEL LIKE WE NEED TO ACT AS EXPEDIENTLY AS POSSIBLE IN THE NAME OF SUPPORTING OUR EXECUTIVE LEVEL STAFF, BUT ALSO WORK REALLY HARD ON FINDING THAT GREAT NEW PARTNER THAT'S GONNA HELP US SET THESE GOALS.
UM, SO THAT GOING FORWARD, THIS COMMITTEE DOESN'T EVEN HAVE TO WORK AS HARD 'CAUSE THERE'S A TEMPLATE SET.
UM, SO THANK YOU CHAIR FOR LETTING ME WEIGH IN ON THAT.
UM, JUST TRYING TO THINK THROUGH THIS PROCESS.
'CAUSE I'M, I'M, I'M PIGGYBACKING ALONG WITH WHERE, UH, CHAIR WILLIS IS GOING TO AN EXTENT I CAN APPRECIATE THE, THE, THE CONFLICT, UH, THAT BAKER TILLY HAS.
BUT IF I'M THINKING THROUGH THIS CORRECTLY, AND THIS IS WHERE YOU'RE GONNA HELP ME, UH, NINA, WITH YOUR HR, THEORETICALLY WE'RE HAVE A NEW CITY MANAGER POSITION AND A NEW IG POSITION.
AND I'M ASKING COULD BAKER TILLY IN THIS, IN THIS TIMEFRAME? 'CAUSE I'M TRYING TO UNDERSTAND THIS TIMEFRAME AS WELL, MR. CHAIR, IT LOOKS LIKE IN THAT TIMEFRAME WE ARE TO ACQUIRE A FIRM EITHER THROUGH AN AA OR A REGULAR PROCUREMENT PROCESS TO HELP US ESTABLISH THE PROCESS TO PUT THIS PROCESS IN PLACE FOR ALL OF THE POSITIONS.
AND I GUESS MY QUESTION IS, COULD WE USE BAKER TILLY TO GO BACK AND DO THOSE OTHER POSITIONS THAT HAVE ALREADY BEEN IN PLACE, RIGHT, THOSE POSITIONS, BUT THEN FOR THE TWO NEW POSITIONS, WE'VE ALREADY, WE'VE GONE THROUGH THIS PROCESS WITH THE CITY MANAGER, WE JUST DID THE NEW POSITION FOR THE IG.
COULD WE THEN GO THROUGH A PROCUREMENT PROCESS TO HIRE THOSE AND PLAN THOSE? 'CAUSE THOSE, THOSE EVALUATIONS WOULDN'T NECESSARILY BE DUE UNTIL THE FOLLOWING YEAR AND THE FIRST PLACE.
SO THAT ACTUALLY GIVES US THE WINDOW TO KIND OF SERVE BOTH END.
IS THAT, AM I MAKING SENSE? IS THAT A POSSIBILITY? YES, IT IS.
UM, WE WE'RE TALKING ABOUT TWO PROCESSES, UM, AND WE COULD SPLIT IT AND HAVE A VENDOR, UM, OF YOUR SELECTION BECAUSE I THINK, AND, AND, AND, AND YOU, YOU SAID IT, AND I THINK, UH, COLLEAGUES, WE'VE ALL SAID THE SAME THING IN A DIFFERENT WAY.
AND I THINK THAT WITH THIS IG POSITION BEING A NEW POSITION, THIS NEW CITY MANAGER POSITION, UH, BEING FILLED, UH, AND, AND MOVING FORWARD IN A GO FORWARD PLAN, I THINK WE CAN, THOSE ARE THE TWO AREAS I THINK WHERE WE REALLY NEED TO PUT SOME, SOME, SOME, SOME HORSESHOE BRAINPOWER IN ENSURING THAT THAT'S ESTABLISHED IN A WAY THAT ONE GETS US ON A PROPER SCHEDULE, UH, TO ENSURE PERFORMANCE, UH, BOTH THERE.
BECAUSE I THINK SOME OF THE COMMUNITY PUSHBACK IS THAT IT HASN'T HAPPENED, WHICH CAN CREATE THE LACK OF TRANSPARENCY.
BUT IF WE CAN MOVE THAT PROCESS FORWARD SEPARATELY WHILE GOING BACK AND TAKING CARE OF THESE, UH, OTHER THREE POSITIONS THAT HAVE BEEN IN PLACE THAT ARE DUE THEIR EVALUATIONS, I THINK THAT COULD HELP US GET THERE.
SO THAT'S MY RECOMMENDATION, UH, FOR YOU ALL TO CONSIDER.
THANK YOU MR. CHAIR FOR HAVING ME.
[00:55:01]
OF INTEREST, THERE IS A CONFLICT OF INTEREST THAT BAKER TILLY WOULD BE OPERATING UNDER IF THEY ARE NOT ONLY THE SEARCH FIRM THAT IDENTIFIES THE CANDIDATE THAT'S ULTIMATELY HIRED AND THE EVALUATION FIRM THAT CANNOT BE CORRECTED BY A FIREWALL OR BY THE EMPLOYMENT OF DIFFERENT INDIVIDUALS WITHIN THAT FIRM.THOSE ARE MEASURES THAT CAN ADDRESS A CONFLICT THAT ARISES FROM THE SHARING OF CONFIDENTIAL INFORMATION OF TWO DIFFERENT PARTIES.
THE PROBLEM IS THAT THE INSTITUTION BAKER TILLY HAS A FINANCIAL INTEREST IN A FAVORABLE EVALUATION OF THE PEOPLE THAT THEY HIRED.
IT DOESN'T MATTER WHO'S DOING THE EVALUATION WITHIN BAKER TILLY, THEY HAVE AN INSTITUTIONAL CONFLICT.
I DON'T THINK IT'S APPROPRIATE TO HAVE TWO OR THREE DIFFERENT FIRMS HELPING US WITH EVALUATIONS OF THESE POSITIONS.
THAT'S A VERY INEFFICIENT PROCESS.
WE HAVE TO GET TO KNOW DIFFERENT PEOPLE AT DIFFERENT CONSULTING FIRMS FOR THE INDIVIDUALS WHO ARE BEING REVIEWED.
AND IT JUST INCREASES THE COST TO CONSULTANTS OF CARRYING OUT THESE EVALUATIONS.
WE NEED TO HAVE ONE ENTITY THAT'S GONNA DO ALL OF THE EVALUATIONS.
AND BECAUSE SOME OF THOSE EVALUATIONS GIVE RISE TO A CONFLICT ON THE PART OF BAKER TILLY, IT CAN'T BE BAKER TILLY IN MY MIND.
UM, IN ADDITION, NINA, I'D LIKE TO PUSH BACK ON THE SCHEDULE FOR DEVELOPING THE EVALUATION CRITERIA.
THAT SEEMS TO ME NECESSARILY WOULD REQUIRE INTERVIEWS OF AT LEAST ALL OF THE MEMBERS OF THIS COMMITTEE, IF NOT ALL OF THE COUNCIL MEMBERS, TO PREPARE THOSE EVALUATION CRITERIA.
OTHERWISE, THE CONSULTANT IS JUST GOING TO GIVE US SOMETHING THAT'S VERY GENERIC THAT'S INSIDE THE BOX, THAT IT WOULD APPLY TO ANY CITY.
AND, UH, THAT TAKES TIME, UH, BECAUSE OF OUR BUSY SCHEDULES.
DO YOU REALLY THINK THAT ALL OF THAT CAN BE ACCOMPLISHED IN THE COMMITTEE MEETING AND DISCUSSING THE CRITERIA IN TWO MONTHS? UM, MY OPINION IS THAT IT COULD BE DONE, BUT AGAIN, IT, IT DEPENDS ON THE TIME, UM, YOU ALL HAVE AND HOW THIS IS PRIORITIZED.
UM, TYPICALLY IT'S TWO MONTHS NOW.
THERE'S NOTHING WRITTEN IN, IN STONE THAT IT HAS TO BE TWO MONTHS.
AND IF THE PROCESS WILL BE AIDED BY ADDING TIME, HELPING MEMBERS OF THE COMMITTEE FEEL COMFORTABLE THAT, YOU KNOW, AMPLE OPPORTUNITY HAVE BEEN GIVEN FOR THEIR INPUT, THERE'S ABSOLUTELY NO REASON WHY IT CANNOT BE EXPANDED.
SO WHAT IS PRESENTED IS, IS LIKE, UM, A PROPOSED SCHEDULE BASED ON WHAT IS TYPICAL, BUT IT DEFINITELY CAN BE ADJUSTED TO FIT THE NEEDS OF THE COMMITTEE AND THE COUNCIL.
WELL, ARE THERE OTHER CONSULTANTS BESIDES BAKER TILLY THAT WE CURRENTLY HAVE CONTRACTS WITH THAT WOULD BE CAPABLE OF DEVELOPING THESE EVALUATION CRITERIA? NO CURRENT THAT WE CURRENTLY HAVE CONTRACTS WITH.
THERE ARE OTHERS, BUT NOT UNDER CONTRACT.
SO, UM, BUT THERE ARE OTHER CONSULTANTS THAT DO THIS KIND OF WORK? YES, SIR.
AND YOU'RE FAMILIAR WITH THEM, I ASSUME? YEAH.
UM, I'M GONNA GO TO JESSE, THEN I'LL GO TO YOU.
AND, AND WE TALKING ABOUT THE TIMELINE, SO I'M TRYING TO, THE ATTORNEY SAID TRYING TO, THAT'S ITEM B.
WE TALKING ABOUT THE, YOU KNOW, KIND OF TIMELINE TO GET INTO THE CON CONVERSATION.
LET US KIND OF STICK TO THE FIRST ONE.
UM, CHAIR GRACE, I THINK YOU RAISED SOME, SOME GOOD, UM, COMMENTS.
UH, BUT AT THE END I, I'M GONNA, UH, AGREE WITH, UH, CHAIR RIDLEY THAT WE NEED SOME UNIFORMITY, UM, ACROSS THE BOARD THROUGH ALL OUR, UM, REPORTS.
UM, WHEN IT COMES TO EARLIER, UH, YOU MENTIONED SOME STANDARD KEY PERFORMANCES.
CAN, CAN YOU, UH, ELABORATE A LITTLE BIT ON, ON, UH, SOME OF THOSE MEASURES? UH, THE KPIS TYPICALLY ARE BASED ON THE GOALS.
SO EVERY POSITION THAT, UH, REPORTS TO COUNCIL, UH, WILL HAVE A SET OF GOALS THAT ARE STANDARD FOR THEIR, UM, INDUSTRY OR, YOU KNOW, THEIR, THEIR AREA OF EXPERTISE.
UH, FOR INSTANCE, I, IF WE ARE TALKING ABOUT
[01:00:01]
THE LEGAL ARM, IT WOULD BE BASED ON MAYBE THE NUMBER OF LITIGATIONS THAT ARE SUCCESSFUL, EH, PROCESS.AND I'M, YOU KNOW, ACTUALLY I'M PULLING THAT FROM MY NO, NO, THAT'S FINE.
UM, BUT THERE, THERE, THERE ARE SOME STANDARDS FOR EACH INDUSTRY, INSPECTOR GENERAL THERE.
THEY HAVE SOME STANDARDS, BUT WHAT TYPICALLY IS DONE IS TO FIRST SET THE GOAL, WHAT IS A PRIORITY FOR COUNCIL IN THAT SPECIFIC AREA.
AND THEN WE LOOK AT A KPI THAT MEASURES ACCOMPLISHMENTS FOR THAT PARTICULAR GOAL.
UM, ONE THING THAT WE HAVEN'T TALKED ABOUT IS LIMITED STAKEHOLDER INPUT.
AND, UH, THAT'S SOMETHING THAT'S LACKING TODAY AND WE'RE LOOKING TO INCLUDE THAT.
AND DOES THAT COME IN, WHAT FORM? DOES THAT COME IN THROUGH A SURVEY, RESIDENT SURVEY? OR WHAT, WHAT DO WE, WHAT ARE SOME OPTIONS THERE? RESIDENT SURVEY IS THE MOST TYPICAL, BUT YOU CAN USE OTHER DATA, FOR INSTANCE, NUMBER OF COMPLAINTS OR OTHER WAYS IN WHICH YOU CAN IDENTIFY SENTIMENT.
SO CUSTOMER SERVICE CAN BE MEASURED, FOR INSTANCE, AND THAT COULD BE PART OF THE INPUTS THAT YOU CONSIDER FOR THE EVALUATION.
WHEN IT COMES TO, UH, VERBAL VERSUS WRITTEN EVALUATIONS, WHAT'S TYPICAL? WHAT, WHAT, HOW ARE DIRECTORS CURRENTLY EVALUATED? IS, IS IT, UH, THROUGH A, THROUGH A FORM? IS IT VERBAL AND THEN, UH, AT A HIGHER LEVEL AT CITY MANAGEMENT AND CITY ATTORNEYS? UM, WHAT'S, WHAT'S OUR, WHAT ARE OUR PEER CITIES DOING? YES.
UM, AT THE CITY WE HAVE TWO LEVELS OF EVALUATIONS.
ONE IS EVALUATION FOR INDIVIDUAL CONTRIBUTORS, MIDDLE MANAGERS.
UM, AND, AND IT IS A VERY STANDARD EVALUATION BASED ON, UH, ALIGNMENT TO VALUES AND ACCOMPLISHMENT OF GOALS.
NOW FOR ASSISTANT DIRECTORS AND APP AT THE CITY, WE USE THE OFFICE OF PERSONAL MANAGEMENT, UM, FRAMEWORK IN WHICH TALKS ABOUT WHAT IS, WHAT ARE THE CHARACTERISTICS OF EXECUTIVES IN GOVERNMENT THAT ARE DESIRABLE.
AND WE USE THAT FRAMEWORK TO EVALUATE EXECUTIVES AS WELL.
AND IT TALKS ABOUT, UM, YOU KNOW, BEING ABLE TO, UH, ACHIEVE RESULTS, PERSONAL MANAGEMENT, BUDGET MANAGEMENT.
UH, IT TALKS ABOUT, UH, BEING, UM, ABLE TO DRIVE CHANGE, UM, CUSTOMER FOCUS.
AND, AND AGAIN, THAT IS THE STANDARD USED BY THE FEDERAL GOVERNMENT TO EVALUATE EXECUTIVES.
UM, EVERY ORGANIZATION IS DIFFERENT.
SOME ARE VERY FORMAL IN THE WAY THEY DO THIS.
UH, BUT I WOULD SAY THE OFFICE OF PERSONAL MANAGEMENT FORMAT IS THE MOST RECOGNIZED AS A STANDARD IN, IN IN GOVERNMENT.
UH, LAST QUESTION IS WITH CITY HALL, UH, AND THE COUNCIL, UH, TURNING OVER TWO EVERY TWO YEARS, HOW DO WE GIVE SOME GUIDANCE TO THE INCOMING COUNCIL IF THERE ISN'T ANYTHING DOCUMENTED, IF THERE ISN'T ANY HISTORY OF THOSE, WHERE THOSE GOALS HAVE BEEN MET? IF, IF THOSE GOALS WERE IN PROGRESS, HOW DO WE GIVE A, UM, A PLAYBOOK TO THOSE NEW FACES COMING ON COUNCIL TO ENSURE THAT THEY'RE CAUGHT UP AND THAT THEY HAVE, UM, SOME HISTORY AS WELL IN, IN, AND, YOU KNOW, MY, MY UNDERSTANDING OF THE DISCUSSION IS THAT THERE IS AN INTENT AND A WILLINGNESS TO DOCUMENT THE OVERALL RESULTS AND DOCUMENT THE OVERALL SENTIMENT OF THE COUNCIL AS A WHOLE.
AND THAT, THAT CAN BE DONE PERIODICALLY.
UH, THE DESIRE IS TO DO IT TWICE A YEAR, YOU KNOW, KIND OF LIKE A FINAL YEAR REVIEW AND A MID-YEAR, WHICH IS VERY STANDARD.
AND SO IT, AT EACH ONE OF THOSE POINTS, A DOCUMENT CAN BE CREATED INDICATING, HERE ARE THE P KPIS, HERE'S WHERE WE ARE, HERE ARE THE RESULTS.
UM, I BELIEVE WHAT IS, UM, BEING ASKED IS THAT THAT INDIVIDUAL, UH, FEEDBACK NOT BE GIVEN, UH, FROM INDIVIDUAL COUNCIL MEMBERS.
THAT THE CONSENSUS OF THE WHOLE COUNCIL IS DOCUMENTED FOR THE NEXT COUNCIL.
BUT THAT HAS TO BE WRITTEN DOWN.
THAT, THAT CAN BE WRITTEN DOWN.
UM, YOU KNOW WHAT, WHATEVER THE OUTCOMES WERE.
[01:05:01]
SO I'M GOING BACK 'CAUSE I, I WANNA BE RESPECTFUL OF A CONCERN ABOUT CONFLICT.SO BAKER TILLY IS ONLY WORKING ON A JOB SEARCH FOR CITY MANAGER.
THEY'RE NOT DOING ANYTHING RELATED TO THE CITY SECRETARY OR CITY AUDITOR.
SO I'M ASSUMING THAT, I MEAN, WE'RE ABOUT TO PRESUMABLY MAKE A DECISION ABOUT A CITY MANAGER.
SO THAT'S GONNA SET UP A WHOLE NEW SET OF PERFORMANCE EXPECTATIONS AND KPIS, WHICH I WOULD SEE AS PART OF OUR NEXT PHASE.
SO I DON'T SEE THAT AS, I MEAN, AND WE WON'T, I DON'T THINK WE WOULD ARE GOING TO USE BAKER DELY FOR THAT.
SO THAT'S KIND OF, WE NEVER KNOW
BUT I'M, I MEAN, THE VIBE I GET FROM THIS COMMITTEE IS NO.
UM, SO I'M, I'M NOT SEEING WHERE THESE TWO THINGS TOUCH EACH OTHER BECAUSE THE PERFORMANCE REVIEWS THAT WOULD NEED TO BE DONE WOULD BE FOR THE CITY ATTORNEY, THE CITY SECRETARY, AND CITY AUDITOR, BECAUSE THIS IS THE LOOK BACK TO CATCH US UP.
AND THAT THE NEW PERFORMANCE EVALUATION OF THE KPIS, THE WHOLE SETTING, THE CRITERIA, UH, WOULD BE FOR ALL OF THE EMPLOYEES GOING FORWARD.
SO I'M NOT SEEING WHERE THESE TWO EVEN TOUCH EACH OTHER TO PREVENT THE RECOMMENDATION OF JUST GOING WITH WHAT WE ALREADY HAVE CONTRACTED THAT WE COULD START ON THIS AFTERNOON IF WE NEEDED TO.
IS THAT, ARE THEY TOUCHING EACH OTHER? AM I MISSING SOMETHING? OKAY.
WELL, I JUST WANTED TO MAKE THAT POINT.
UM, MS. CHAIR, IF, IF I MAY JUST ONE.
YES, I'M TRY AND GET THE NEXT ONE.
UM, AND, AND THANK YOU, UH, CHAIR WILLIS.
THAT, THAT WAS REALLY MY POINT.
AND, AND TO, TO ADD TO THAT, I THINK THE CITY ATTORNEY WE HIRED, I DON'T KNOW THAT WE, I THINK WE, SHE WAS IN AN INTERIM POSITION AND WE HIRED HER.
SO A LOT OF THESE THINGS ARE IN PLACE, AND I'M JUST REALLY TRYING TO MAKE THIS SUGGESTION FROM A TIMELINE PERSPECTIVE IN TERMS OF HOW WE CAN GET THE PREVIOUS REVIEWS DONE BASED ON PAST PERFORMANCE, NOT FUTURE PERFORMANCE, MR. RIDLEY, BUT PAST PERFORMANCE FOR SOME OF THOSE FOLKS THAT MAY OR MAY NOT, I CAN'T EVEN KNOW IF, IF ALL OF 'EM WERE IN POSITION, BUT IT WOULD BE PAST PERFORMANCE FOR THOSE FOLKS.
AND THEN AS WE'RE, UH, PLANNING AND DOING THE SEARCH FOR, FOR FORWARD THINKING BASED ON THE TIMELINE DOWN IN THE GREEN, I THINK THAT'S WHERE WE START, UH, GOING THROUGH A PROCESS FOR PROCUREMENT FOR ALL OF THE POSITIONS.
MR. RIDLEY, NOT JUST THE TWO, NOT JUST THE CITY MANAGER, BUT FOR ALL OF THEM.
SO BAKER TILLY COULD PERHAPS HELP WITH PAST PERFORMANCE, BUT THEN AS WE GO THROUGH THIS PROCESS, THAT GIVES US SOME ROOM, SOME BREATHING ROOM TO GO THROUGH A FULL PROCUREMENT TO ENSURE WE HAVE THE RIGHT PERSON IN PLAY, THE RIGHT FIRM IN PLACE TO REALLY THINK THROUGH, UH, THAT.
SO AGAIN, IN THE YELLOW OR THAT FIRST TOP TIMELINE, IT'S, IT'S TEMPORARY.
BAKER TILLY CAN HELP US WITH PASS AND THE GREEN.
WE CAN GO THROUGH A PROCUREMENT PROCESS TO DO IT.
SO AGAIN, JUST WANT THAT TO BE CONSIDERED.
AND AGAIN, IT'S, IT'S PAST PERFORMANCE.
FOR BAKER TILLY, FUTURE PERFORMANCE, GO THROUGH PROCUREMENT.
WITH THAT, I'M GO, WE READY TO TALKING ABOUT ITEM B.
UH, CONSIDER RECOMMENDATION TO THE CITY, COUNTY TO START PROCUREMENT PROCESS AND PROCEDURE.
UH, ZEL WELL, YOU, YOU PROBABLY GO OVER THERE TOO.
UH, NUMBER ONE, WE DISCUSSING THE PROCESS AND PROCEDURE, BUT I, I BELIEVE IN MY MIND THAT THE TIMELINE IS NOT IN A DIFFERENT, YOU KNOW, I KNOW THE COMMITTEE DID TALK ABOUT BAKER TILLERSON.
WE, AS A COMMITTEE, WE SAID, HEY, WE SHOULD NOT DO THAT.
WE NEEDED TO KEEP THAT SEPARATE, UH, TO GO FORWARD.
YOU KNOW, UH, I, I BELIEVE THAT WE SHOULD KEEP ONE FIRM THERE TO GET IT DONE, EVEN THOUGH YOU'RE GOING BACK TO THE BACK GOING FORWARD, SO NO ONE CAN SAY, HEY, YOU DID SOMETHING DIFFERENT IN THE PAST.
NOW YOU'RE DOING SOMETHING DIFFERENT GOING FORWARD.
SO I DON'T WANNA SAY WE SPLITTING THE BABY.
SO, SO WITH THAT DONE THERE, YOU KNOW WHAT, WHAT I'M HEARING FROM PEER OF YOU AND FROM HEARING FROM EVERYONE IS NUMBER ONE, I BELIEVE THE TIMELINE IS NOT GONNA BE TOO FAR BACK AND GETTING THIS DONE, YOU KNOW, I, I BELIEVE THAT WE ARE ON SCHEDULE TO TRY TO GET EVERYTHING DONE TO LOOK AT THE PROCUREMENT, AND WE SAY WE DO A AA OR, OR WE, UH, WE DO, UH, DO A SEARCH OR WHATEVER, BUT ON HEARING FROM OUR COLLEAGUES, BUT THIS AIN'T THE FIRST TIME WE DISCUSSED THIS, YOU KNOW, WE KINDA DISCUSSED THIS, UH, LAST, LAST, UH, UH, COUNCIL MEETING, UH, I MEAN, COMMITTEE MEETING.
SO WITH ME, UH, COLLEAGUES, I DON'T WANT TO, I WANNA STICK WITH A PROCESS THAT IS EQUAL TO EVERYBODY, EVEN THOUGH IT'S IN THE PAST OR GOING FORWARD, YOU KNOW, WE SHOULD DO SOMETHING.
I HATE TO SAY, YOU KNOW WHAT, UH, THIS IS THE FIRST HALF, YOU KNOW, I'M GONNA CHANGE QUARTERBACK, YOU KNOW, I WANNA GET ANOTHER QUARTERBACK FOR THE, FOR THE NEXT HALF.
AND I DON'T KNOW WHAT HIS QUARTERBACK DID, BUT I GOT A DIFFERENT COACH.
SO THEREFORE HE LOOK LIKE, HEY, I GOT A COACH,
[01:10:01]
UH, IS COACHING TWO DIFFERENT FOOTBALL TEAM, BUT I WANT, I WANNA BE ON THE SAME COACH THAT COACH HIM BOTH FOOTBALL TEAM WITH THAT, UH, CHAIRMAN, REALLY.SO WE OWN THE RECOMMENDATION, CONSIDER RECOMMENDATION FOR THE PROCUREMENT.
YOU KNOW, YOU WANNA SPEAK ON THAT? SURE.
UM, I, I, I THINK WE NEED TO START A PROCUREMENT PROCESS, UH, FOR THIS.
UM, I, I'M AGAINST USING BAKER TILLY FOR ANOTHER ENGAGEMENT.
UM, WE DO HAVE A, AN EVALUATION FOR THE NEW CITY MANAGERS SCHEDULED FOR OCTOBER.
AND SO THAT WILL COME UP BASED UPON THEIR PERFORMANCE FROM NOW UNTIL THEN.
AND I DON'T THINK IT'S APPROPRIATE THAT BAKER TILLY BE INVOLVED IN THAT EVALUATION.
SO I, I WOULD ADVOCATE FOR US, UH, SELECTING A DIFFERENT CONSULTANT FOR THAT.
ARE THERE ANY CURRENT, UH, VENDORS THAT WE'RE WORKING WITH THAT COULD POTENTIALLY DO THIS WORK TO FAST TRACK? UM, A, UH, AN AGREEMENT OR A CONTRACT? THERE'S NUMBER OF VENDORS THAT WORK WITH THE CITY IN DIFFERENT CAPACITIES THAT WE COULD TAP, BUT THEIR CONTRACTS ARE NOT IN ANY SHAPE OR FORM SIMILAR TO THIS.
SO WE REALLY NEED TO CREATE A REQUESTS FOR PROPOSALS, PUT IT IN THE STREETS, AND WE WILL SEND IT TO EVERYONE THAT HAS THIS AS THEIR, YOU KNOW, THEIR, THEIR IN, IN THEIR PORTFOLIO.
UM, SO I, I, I TOO WOULD SUPPORT MOVING FORWARD WITH, UH, THE PROCUREMENT PROCESS.
MR. CHAIR, CAN I FOLLOW UP ON THAT COMMENT? YES, PLEASE.
UM, WHAT ABOUT WORKING WITH A VENDOR IDENTIFIED THROUGH THE COLLABORATIVE WITH THE COG? WOULD THAT OPEN UP NEW POSSIBILITIES? YES, WE CAN DO THAT AS WELL.
UM, THE ONLY CONSIDERATION IS THAT THAT CONTRACT NEEDS TO BE EXACTLY TO WHAT YOU NEED.
SO IF WE CAN FIND ONE THAT TALKS ABOUT SETTING GOALS, WORKING WITH COUNCIL, AND THEN DOING A MID-YEAR EVALUATION, AND THEN DOING A FINAL EVALUATION BASED ON THOSE KPIS, THEN IT WILL BE PERFECT.
AND WE'LL DO THAT RESEARCH AND SEE IF IT EXISTS.
A QUESTION, UH, TALKING ABOUT PROCESS AND AND PROCEDURE.
UM, IF IT'S A AA, IF YOU FIND SOMEONE OUT THERE, Y'ALL NOT GONNA HAVE YOUR HAND TIED BEHIND YOUR BACK RIGHT NOW.
Y'ALL GONNA BE WORKING SOME KINDA WAY TO FIND OUT WHAT'S THE PROCESS WE GONNA DO TO DO THE EVALUATION AND THE ME METRO RIGHT NOW, Y'ALL NOT JUST NOT GONNA SIT IN YOUR HAND.
IS THAT CORRECT? DENZEL? SO YOU, YOU PUT ME IN AN AWKWARD SPOT, BUT I'M GONNA TRY TO ANSWER THE OKAY.
SO KEEP IN MIND, STAFF HAD AN AS AN EXISTING CONTRACT, I UNDERSTAND THAT.
AND SO UNDER NORMAL CIRCUMSTANCES, THAT'S THE VENDOR OF CHOICE THAT, THAT WE WOULD USE THAT WAS APPROVED BY COUNSEL A COUPLE YEARS BACK.
IF IT'S THIS COMMITTEE'S DESIRE BASED ON YOUR FEEDBACK THAT YOU DON'T WANT TO USE, THAT COMMITTEE STAFF IS ASKING FOR YOU TO HAVE A CONSENSUS FROM THIS COMMITTEE AND THEN MAKE A, A MOTION OR MAKE A RECOMMENDATION TO FULL COUNSEL THAT STAFF GO OUT AND DO A NEW PROCUREMENT.
RIGHT? AND, AND IN THE MEANTIME, UH, WE GONNA, YOU KNOW, I THINK WE GOT, WE GONNA HAVE A MOTION TO DO THAT.
AND, AND THE REASON WHY I'M SAYING THAT, NUMBER ONE, I DON'T WANNA SPLIT THE BABY.
I, I, I FEEL LIKE WHAT WE DO IN THE PAST BRING FORWARD WE SHOULD BE THE SAME.
YOU KNOW? AND, AND THAT'S JUST MY EXPERIMENT IN THE PRIVATE SECTOR.
YOU KNOW, I, YOU KNOW, I'VE BEEN DOING THIS FOR MANY, MANY YEARS AND THAT'S WHY I FEELING THAT THAT'S WHERE I SHOULD GO WITH THAT.
SO WITH THAT, YOU KNOW, IF WE GOT A MOTION TO DO THAT, I THINK WE CAN MOVE IT UP AGAIN.
I MEAN, SOMETIMES WE MOVE SLOW, BUT WE CAN MOVE LIKE A PRIVATE SECTOR.
CHAIRMAN RIDLEY, MR. CHAIR, I MOVE THAT THE COMMITTEE RECOMMEND TO THE CITY COUNCIL TO START PROCUREMENT PROCESS FOR HUMAN RESOURCES CONSULTING SERVICES FOR PERFORMANCE EVALUATIONS OF CITY COUNCIL APPOINTED POSITIONS.
ANY QUESTION? ALL IN FAVOR SAY AYE.
WITH THAT, I BELIEVE DONEL, THAT'S, UH, FINISH THE BUSINESS.
ANYTHING ELSE? OH, HOLD ON, NINA.
I, UM, WONDER IF IT WOULD ALSO BE APPROPRIATE TO MAKE A RECOMMENDATION TO ADOPT THIS SCHEDULE WITH THE NOTED FEEDBACK PROVIDED IN ORDER? YEAH, I, I I BELIEVE WE CAN, THIS IS A DRAFT.
[01:15:01]
YOU GAVE IT TO US, BUT I THINK WE GOT SOME FEEDBACK ANYWAY, SO THEREFORE YOU GET PLENTY OF TIME TO GO BACK AND LOOK AT FEEDBACK.SO ON RECORD, I BELIEVE THAT IF WE CAN COME BACK AND IF YOU GOT ANY QUESTION TO GIVE TO NEEDLING THE FEEDBACK, WHAT WE DISCUSSED TODAY, WE'LL GET THAT DONE.
BUT WE'RE GONNA HAVE ANOTHER AD HOC COMMITTEE VERY SOON.
SO MAKE SURE WHAT WE CLEAR THIS UP TO GO FORWARD.
BUT AGAIN, UH, ELL I DO UNDERSTAND THAT PROCUREMENT, BUT I DO UNDERSTAND SOMETIME WE HAVE SOMEONE ON THE CONTRACT, WE STILL CAN DO SOME INFORMATION, SOME BACKGROUND, SOME WORK THAT WE CAN GET DONE SO WE KNOW.
SO COULD YOU BRING US BACK AS SOON AS POSSIBLE? WHO IS AFTER WHO YOU THINKING ABOUT OUT THERE? YOU KNOW, SO IF YOU GOING TO LOOK AT AND SAY, OH, TODAY HERE IS SOMETHING THAT'S DARREN IS LESS THAN A HUNDRED THOUSAND DOLLARS, HOW FAST CAN YOU GET TO THEM? IS THERE A WEEK OR TWO WEEKS? I FEEL LIKE THAT IT COULD, IT COULD BE A WEEK.
PUT IT OUT THERE A WEEK, GIVE IT BACK TO US, TWO WEEKS WE CAN MOVE FORWARD SO WE CAN MOVE FORWARD.
SO IT'S NOT LIKE WE GOT A SIX OR SEVEN MONTHS.
UH, I THINK THE BEST WAY FOR ME TO ADDRESS THAT IS TO MAKE SURE THAT WE LEAVE THIS MEETING WITH, WITH CLARITY.
UNDER NORMAL CIRCUMSTANCES, IF WE'RE GOING TO AWARD A CONTRACT THAT DOESN'T REQUIRE COUNCIL APPROVAL, STAFF WOULD DO THE EVALUATION AND SELECTION PROCESS, RIGHT.
AND THEN ADMINISTRATIVELY, UH, DO THE AWARD AND THEN THE CITY ATTORNEY'S OFFICE WOULD PREPARE ANY NECESSARY CONTRACT AND THAT WOULDN'T NECESSARILY RAISE TO THE BAR OF, OF COUNSEL'S ATTENTION.
WE KIND OF DO THAT EVERY DAY AS, AS STANDARD FAIR BECAUSE THE VENDOR OR THE CONSULTANT THAT WE'RE GONNA BE HIRING IS GONNA BE WORKING DIRECTLY WITH YOU.
IF WE'RE HEARING FROM YOU THAT YOU ACTUALLY WANT TO WEIGH IN ON THE SPECIFICATIONS, WHICH I HEARD EARLIER, RIGHT? YOU ACTUALLY WANT TO WEIGH IN ON THE POTENTIAL SELECTION, THEN THAT CHANGES THE, THE PROCESS FOR STAFF.
AND WE'RE GIVING, BEING GIVEN DIRECTION BY COUNSEL TO COME BACK TO ACTUALLY FOR YOUR REVIEW AND OR COMMENT ABOUT THAT PROCESS.
RIGHT? AND SO THAT'S WHAT I THINK THAT I'M HEARING.
AND SO IF THERE'S A MOTION FROM THIS COMMITTEE, WHICH I BELIEVE THAT NINA WAS, WAS ACTUALLY ASKING FOR, IS IT'S ONE INSTRUCTION TO GO OUT AND TELL STAFF, BRING BACK A CONSULTANT FOR YOU GUYS TO USE WITH NO INPUT ON YOUR PART.
AND IT'S ANOTHER THING FOR US TO BRING A PART OF THAT SELECTION PROCESS BACK TO THIS COMMITTEE FOR YOU GUYS TO WEIGH IN WHO A POTENTIAL AWARDEE MAY BE.
AND I THINK THAT'S THE CLARIFICATION THAT WE NEED TODAY, MR. CHAIR, COULD I ADDRESS THAT? YES.
UH, DANZEL, ARE YOU TELLING THE COMMITTEE THAT THE CONSULTANT WHO WOULD, UM, ASSIST THE COUNSEL IN THE APPOINTEE EVALUATIONS WOULD FALL BELOW THE A HUNDRED THOUSAND DOLLARS CEILING THAT WOULD REQUIRE COUNSEL APPROVAL? IF SO, WE COULD EXPEDITE THE SCHEDULE AND I WOULD, UM, REPHRASE MY MOTION OR MAKE A SECOND MOTION NOT TO ACQUIRE COUNSEL APPROVAL OF SUCH A VENDOR.
IT, IT, THE, THE POTENTIAL IS THERE.
WE, WE HAVEN'T DONE THE PROCUREMENT YET.
AND SO WE DON'T KNOW IF IT'S GONNA GO BEYOND THAT THRESHOLD OR NOT.
BUT IF IT DOES NOT, THEN IF WE'RE HEARING FROM THE BODY THAT IT'S OKAY TO MOVE FORWARD, WHICH WOULD BE THE FASTEST TIMELINE POSSIBLE, THEN THAT'S WHAT THAT'S DIRECTION STAFF WOULD TAKE.
OTHERWISE THERE'D BE AN EXTRA STEP IN THE PROCESS THAT WOULD INCLUDE SOME KIND OF FEEDBACK CYCLE FROM THIS, UH, BODY IF, IF NEED BE, UH, FOR THAT REVIEW OF THE, UH, PROPOSALS THAT STAFF GOT JUST ADDED TO IT BEFORE WE MADE THE FINAL SELECTION YES.
SO I, I WOULD LIKE TO ADD TO MY PREVIOUS MOTION OR AMEND IT TO PROVIDE THAT IF THE PROCUREMENT PROCESS IDENTIFIES QUALIFIED CONSULTANTS AT A, UM, FEE BELOW THE A HUNDRED THOUSAND DOLLARS THRESHOLD, THAT IT WILL NOT BE NECESSARY TO GO TO CITY COUNCIL FOR THEIR FULL APPROVAL.
SECOND, JUST FOR CLARIFICATION, CITY COUNCIL OR AD HOC? EITHER OR FULL CITY COUNCIL OR BACK TO THIS COMMITTEE? UM, I, I'M SORRY, WHAT'S YOUR QUESTION NOW? SO YOU MADE COMMENT ON AT COUNCIL, RIGHT? RIGHT.
SO IF STAFF RIGHT AT COMMITTEE, SO IF STAFF STARTS THE PROCUREMENT PROCESS, YEAH.
LET SAY WE HAVE THREE VENDORS.
NINA, YOU GOT ANY IDEA WHO THOSE VENDORS MIGHT BE? WE JUST AN EXAMPLE.
I KNOW THAT MERCER WELL THAT THAT DOESN'T MATTER AT THIS POINT, RIGHT? I KNOW WHAT I'M SAYING IS IF IF WE BRING THEM BACK YEAH.
TO, TO THIS COMMITTEE VERSUS FULL COUNCIL, IT'S STILL ADMINISTRATIVE STILL DOESN'T REQUIRE COUNCIL APPROVAL.
THIS, THIS COME BACK, MAKE IT SIMPLE.
JUST COME BACK TO AD HOC COMMITTEE, YOU KNOW, THEY SIMPLE AND WE CAN GET IT DONE.
I'M LOOKING AT THE CITY ATTORNEY'S OFFICE TO MAKE
[01:20:01]
SURE THAT'S COPACETIC RIGHT? A VOTE ON THIS? YES.SO THE MOTION THAT WAS ALREADY VOTED ON WAS TO RECOMMEND TO THE CITY COUNCIL THAT THEY ACT AND ASK FOR A NEW PROCUREMENT ON THIS ISSUE.
THE CLARIFICATION SEEMS TO BE THAT IF I, I GUESS I'M A LITTLE CONFUSED ON THE PART WHERE IF COUNSEL, 'CAUSE IT SAYS BECAUSE YOU GUYS RECOMMENDED TO COUNSEL FOR THIS TO HAPPEN.
SO IF COUNCIL HAS TO TAKE AN ACTION ON IT AND SAY, YES, WE'RE WE WANT THIS TO GO FORWARD, WOULD THAT BE WHERE THEN IT COMES BACK TO COMMITTEE FROM FROM THAT? NO.
THE IDEA, BURT, IS THAT INSTEAD OF REQUIRING COUNCIL AUTHORIZATION, IF THIS PROCUREMENT IS LESS THAN THE CEILING THAT CAN BE ADMINISTRATIVELY HANDLED, IT'S NOT NECESSARY TO GO TO COUNCIL, COME BACK.
BUT YOU'RE ASKING THIS COMMITTEE IS TRYING TO DIRECT STAFF TO DO A NEW PROCUREMENT.
AGAIN, LEMME SAY IT'S STILL TWO STEPS.
AND I THINK THAT'S WHAT'S GOT BUR CONFUSED.
THE ACTION THAT YOU GUYS VOTED ON EARLIER.
WE WOULD TAKE AN AGENDA ITEM OF COUNCIL, CORRECT.
BASICALLY SAYING AS RECOMMENDED BY THE AD HOC COMMITTEE THAT WE FOREGO USING BAKER TILLY AND INSTEAD THAT YOU HAVE STAFF DO A NEW PROCUREMENT.
THAT THAT'S A SEPARATE ACTION THAT, THAT WE WOULD BE, THAT WE BE TAKING ON THE, THE, THE SECOND STEP TO THAT IS THAT ONCE COUNSEL WERE TO GIVE THE GREEN LIGHT FOR THAT AND APPROVE THAT, THEN WE WOULD START THE ADMINISTRATIVE PROCESS THAT I WAS ASKING YOU GUYS ABOUT WHETHER OR NOT YOU WANTED THAT ADMINISTRATIVE PROCESS THAT WE WOULD USE TO SELECT THE NEW VENDOR TO COME BACK TO THIS BODY OR TO FULL COUNSEL.
FOR VET OF COURSE, UH, POINT OF CORRUPTION, IF IT IS BELOW ADMINISTRATIVE A HUNDRED THOUSAND DOLLARS, THE AD HOC COMMITTEE CAN MAKE A DECISION BECAUSE YOU DON'T HAVE TO GO TO FULL COUNCIL.
SO THE CLARIFICATION, CAN WE, IF IT GO OUT THERE AND JUST SAY BELOW A HUNDRED THOUSAND, WE DON'T NEED TO GO TO, TO FULL COUNSEL.
THAT'S THE QUESTION WE TRYING TO GET DONE IN THE RIGHT MOTION IF IT'S BELOW THAT.
AND THIS COMMITTEE WOULDN'T HAVE TO DIRECT STAFF AND I THINK THAT'S BURT'S CONCERN.
CORRECT? THEY WOULD BE FOLLOWING THEIR ADMINISTRATIVE PROCEDURES IF IT'S LESS THAN A HUNDRED THOUSAND, THEY HAVE THE AUTHORITY WITHOUT THIS COMMITTEE DIRECTING THEM TO DO THAT.
AND SO RATHER THAN US ADMINISTRATIVELY SELECTING SOMEONE THAT YOU FIND UNFAVORABLE LIKE BAKER TILLY, I WAS ASKING DID YOU WANT AS A PART OF THAT PROCESS TO BRING IT BACK TO THIS COMMITTEE? FOR THAT YES.
NOW, UM, IS IT STILL NECESSARY TO GO TO COUNCIL FOR THEM TO AUTHORIZE THE RFP PROCUREMENT? YES.
SO IF IF IT'S STILL LESS THAN A HUNDRED THOUSAND DOLLARS YES.
'CAUSE EFFECTIVELY THAT'S THIS BODY TRYING TO DIRECT STAFF TO DO A DIFFERENT PROCESS.
WELL, WE WOULDN'T BE DIRECTING THEM TO DO A DIFFERENT PROCESS IF THEY ALREADY HAVE AUTHORITY ADMINISTRATIVELY TO ISSUE AN RFP STAFF DOES THAT ON ITS OWN, DOESN'T IT? IF, IF I MAY, UH, THERE, THERE'S THE ADMINISTRATIVE THRESHOLD AND AUTHORITY STAFF HAVE VERSUS THE REQUIREMENT TO TAKE TO COUNSEL.
AND THAT IS MORE ON THE, I WILL SAY THE LEGALITY OR THE, THE LEGAL REQUIREMENTS.
THE OTHER SIDE IS BECAUSE THIS VENDOR IS GOING TO WORK FOR YOU AND WITH YOU AND WITH THE ENTIRE COUNCIL, WHAT IS YOUR WILL IN YOUR INVOLVEMENT, EVEN THOUGH ADMINISTRATIVELY IS NOT REQUIRED FOR YOU ALL TO BE INVOLVED, BUT IT JUST IS PRACTICAL TO INCLUDE NOT ONLY YOU, BUT MAYBE ALSO THE ENTIRE COUNCIL IN APPROVING THE SELECTION OF THE VENDOR THAT WILL BE SO CLOSELY WORKING WITH YOU ALL.
SO IT IS A DECISION THAT OF COURSE, YOU KNOW, YOU WILL MAKE, BUT IT IS A RECOMMENDATION THAT THIS IS A VET THOROUGHLY VETTED, UH, VENDOR.
EVEN IF THE THRESHOLD IS UNDER 100,000.
WELL, WE'RE NOT AT THAT STAGE YET OF SELECTING THE VENDOR.
AND THE QUESTION IS, DOES COUNSEL HAVE TO AUTHORIZE THE ISSUANCE OR THE INITIATION OF THAT RFP PROCEDURE? I'M UNCLEAR ON THAT.
I THINK BERT'S ANSWER TO THAT QUESTION IS YES, BECAUSE YOU'RE DIRECTING US NOT TO USE THE INCUMBENT AND YOU'RE ASKING US TO DO A WHOLE NEW PROCUREMENT.
SO ON FEBRUARY THE 12TH, YOU'D HAVE AN ITEM FOR CONSIDERATION THAT WOULD DIRECT STAFF TO DO A NEW PROCUREMENT OKAY.
FOR THE SELECTION OF A VENDOR.
AFTER THAT WE, WE, WE COULD GO DO WORK
[01:25:01]
AND ACTUALLY NOT COME BACK FOR ANY COMMITTEE ACTION OR COUNCIL ACTION IF WE COULD HANDLE IT ALL ADMINISTRATIVELY.SO I ASKED THE QUESTION, WHICH IS THE SECOND STEP? YEAH.
'CAUSE YOU'VE ALREADY VOTED ON THE FIRST STEP.
THE SECOND STEP IS FOR CLARITY.
WOULD YOU LIKE FOR THE SELECTION PROCESS THAT WE'RE GONNA GO THROUGH RIGHT ADMINISTRATIVELY FOR YOU GUYS TO HAVE A WEIGH IN AND VETTING OF WHO THOSE POTENTIAL VENDORS MIGHT BE SELECTED? THAT'S CORRECT.
THE ANSWER TO THAT SECOND QUESTION IS YES.
AND SO I WILL WITHDRAW MY AMENDING MOTION AS BEING UNNECESSARY BECAUSE OF LEGAL ADVICE THAT THE RECOMMENDATION HAS TO GO TO THE FULL COUNSEL.
BUT AGAIN, I AM ON A TIMELINE.
AGAIN, I OWN A TIMELINE IN THE COMMITTEE.
IT IS SO YOU SHOULD KNOW TODAY, WHEN YOU LEAVE TODAY, YOU SHOULD PUT IT OUT THERE.
WHATEVER, THERE SHOULD BE SOME COMPANY OUT THERE WHO CAN DO THIS.
SO THEREFORE, IF FAST YOU GIVE IT TO US.
IF FAST, WE CAN PUT EVERYTHING ON FOR THE VOTE ON THE 12TH AND WE CAN START WORKING.
AND WE STILL COULD BE AT THAT DEADLINE, WHICH I'M GIVING YOU FEBRUARY THE 26TH.
IT'S A PO IT COULD, IT COULD WORK THAT SPEND THERE, THERE ARE NOT TOO MANY PEOPLE OUT THERE.
THERE'S SOME PEOPLE OUT THERE RIGHT NOW WHO PROBABLY CAN DO IT.
YEAH, IT'S NOT A, IT'S NOT A BIG DEAL.
IT'S JUST, JUST LIKE DOING AN EMPLOYEE CONTRACT AND WE GET SOME GUIDANCE AND I THINK, UM, UH, UM, UH, CHAIRMAN MORENO SAID EARLIER THIS MORNING, WE CAN GO TO EVERY COMMITTEE, YOU KNOW, WE CAN GO TO PUBLIC SAFETY COMMITTEE, WE CAN GO TO QUALITY LIFE COMMITTEE.
WE CAN GO TO, TO YOUR COMMITTEE AND SAY, WHAT IS YOUR METRIC? WHAT YOU SEE? AND HAVE A COMMITTEE, THE CHAIRMAN, COME BACK TO YOUR COMMITTEE TO BRING US A METRIC.
AND SO, DUN SAID, I REPEAT MYSELF.
WE GOT ALL THESE DIFFERENT COMMITTEES, CHAIRMAN COMMITTEES.
SO WHY CAN'T WE GO TO THESE COMMITTEES AND SAY, HEY, WHAT IS YOUR MEASURE? WHAT IS YOUR GUIDELINE? WHAT DO YOU SEE? AND LET THEM HAVE SOME INPUT IN IT.
IS THAT SOMETHING COULD WORK, NINA? YOU KNOW? YES.
SO WE GOT OUR, I BELIEVE WE GOT OUR DIRECTION.
THE AD HOC COMMITTEE IS ADJOURNED.