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HomeMy WebLinkAboutVIII-C-02 - City Administrator Resignation and Vacancy Process CITY COUNCIL MEMORANDUM To: Mayor Hicks & Councilmembers From: Melanie Mesko Lee, City Administrator Re: Accept Resignation of City Administrator Melanie Mesko Lee and Consider Process for Recruitment and Hiring to fill Vacancy Date: November 28, 2018 Council Action Requested: Accept resignation of City Administrator Melanie Mesko Lee and consider process to fill the City Administrator position. Background Information On November 21, 2018 I submitted my resignation as City Administrator, effective January 4, 2019 in alignment with my employment agreement. At the November 20, 2018 Council meeting, there was inquiry about the process to fill the position. Upon submission of my resignation, I recommend the Council accept the resignation and develop a process by which the Council fill the vacancy of City Administrator. During any vacancy, we look upon that as an opportunity to consider the position, the strategic vision of the department and organization, and make a determination on the preferred way the position can best continue to serve the community. With the City Administrator position, Sections 3.10 and 3.11 of the City’s Charter defines the role of the position and the duties of City Administrator. A job description has also been created for the position. Within those parameters and absent any Charter amendment, the City Council has the ability to define the process by which to fill the position. Based upon current City structure (including both City Code and Charter), professional best practices, and my professional perspective based upon my knowledge of the position and the community, I am offering the following process for consideration by the Council. It should be noted that the conceptual timeline below may be aggressive depending on the process by which the Council adopts to fill the vacancy and the timeliness of developing that process. The Council is encouraged to be realistic in considering the timeline in light of other regularly scheduled meetings, other Council commitments (chamber awards, LMC elected VI-02 officials training, LMC legislative conference, etc.), ongoing staff responsibilities, and a consultant’s schedule and availability. Conceptual Timeline December 3, 2018 • City Council accept the resignation of Melanie Mesko Lee as City Administrator and refer the issue of “City Administrator Recruitment” to the Administration Committee of the Council (Braucks*, Folch, Lund) to meet and review current job description and the preferred process to be used to fill the vacancy. (public meeting) Mid/Late-December 2018 • Administrative Committee meets. Issues for consideration: o Appointing Interim City Administrator effective January 5, 2019 o Hiring a consultant o Developing a Request for Proposals and conceptual timeline Late December 2018/early January 2019 • Finalize RFP for recruitment services and issue (public meeting). Be cognizant of the holidays and expect schedule delays; build that in the timeline. Early-mid January 2019 • Appoint Interim City Administrator effective January 5, 2019 • Review Consultant proposals received and award contract for consultant. (public meeting). Mid/Late-January 2019 • Finalize position and recruitment details with chosen Consultant Early February 2019 • Consultant issues position profile and begins recruitment (publicly advertised) Early March 2019 • Consultant accept applications; • Following close of recruitment, allow Consultant to narrow down the number of applicants to a semi-finalist status. Mid-Late March 2019 • Consultant meet with City Council and recommend finalists. (public meeting) VI-02 Late March/Early April 2019 • Council Interviews/background checks/reference checks (public meeting) Late March/Early April 2019 • Determination of successful candidate and announced. (public meeting) *note—this may be at the same time as the interviews above 30-45 days later • New CA Starts Commission Discussion N/A Council Committee Discussion: To Be Determined. Administration Committee recommended to be involved; full Council will also need to determine preferred role in process. Financial Considerations A complete recruitment process provides a full range of services to assist the Council while also allowing staff to continue to fulfill ongoing operational responsibilities. Costs associated with a recruitment can range from $15,000-$25,000 depending on the scope of services. Additional compensation for appointing an Interim City Administrator would be necessary. These costs can be paid for through salary savings within the current vacancy. Attachments • City Charter Section 3.10 & 3.11 • City Code Section 31.16 • Mesko Lee Resignation Letter VI-02 CITY CHARTER SECTION 3.10. THE CITY ADMINISTRATOR. The City Administrator shall be the chief administrative officer of the City. The City Administrator shall be chosen by the council solely on the basis of their training, experience, executive and administrative qualifications. The City Administrator shall be appointed for an indefinite term and may be removed at any time by an affirmative vote of a majority of the entire council. But after the City Administrator has served as Administrator for one year, the City Administrator may demand written charges and a public hearing on the charges before the council prior to the date when the City Administrator's final removal takes effect. After the hearing, if one is demanded, the council shall have unlimited discretion either to reinstate the Administrator or make the City Administrator's removal final. Pending the hearing and removal, the council may suspend the Administrator from office. A majority of the entire council may designate some properly qualified person to perform the duties of the Administrator during the City Administrator's absence, or disability or while the office is vacant. SECTION 3.11. POWERS AND DUTIES OF THE CITY ADMINISTRATOR. Subdivision 1. The City Administrator shall be responsible to the council for the administration of the City's affairs and shall have the powers and duties set forth in the following subdivisions. Subdivision 2. The City Administrator shall see that this charter and the laws, ordinances and resolutions of the City are enforced. Subdivision 3. The City Administrator shall appoint and remove upon the basis of merit and/or fitness alone, all employees of the City, except that the City Administrator shall receive council approval to either appoint or remove department heads and division heads established by either resolution or ordinance. Subdivision 4. The City Administrator shall exercise control over all departments and divisions of the City Administration created by this charter or by the council. Except for the purpose of inquiry the Council and its members shall deal with and control the administrative services solely through the City Administrator, and neither the Council nor any member thereof shall give orders to any subordinates of the City Administrator either publicly or privately. Subdivision 5. The City Administrator shall attend all meetings of the council and may take part in discussion but not vote. Subdivision 6. The City Administrator shall recommend to the council for adoption such Measures as he or she deems necessary for the welfare of the people and the efficient administration of the City's affairs. VI-02 Subdivision 7. The City Administrator shall keep the council fully advised on the financial condition and needs of the City, and shall prepare and submit to the council and annual budget and capital program. Subdivision 8. The City Administrator shall submit to the council and make available to the public a complete report on the finances and administrative activities of the City at the end of each fiscal year. Subdivision 9. The City Administrator shall make recommendations for terminating and suspending Department heads and Division heads, and may suspend any Department head or Division head, until the next Council meeting when the Council shall affirm, modify or rescind the suspension. Subdivision 10. The City Administrator shall perform such other duties as are prescribed by charter or may be required by the council. Ord. 2010-09, 3rd Series Passed 4-19-10 VI-02 CODE OF ORDINANCES § 31.16 CITY ADMINISTRATOR (A) Office created. The Office of City Administrator is hereby created. The City Administrator shall be appointed by the Council on the basis of his or her training, experience, and administrative qualifications. (B) Duties. The duties of the City Administrator shall be as follows: (1) Exercise control and supervision over all departments of the City and coordinate the activities of consultants and advisory bodies. (2) Exercise control over all departments of the City; appoint and remove all employees of the City, except department heads, upon the basis of merit and/or fitness alone. Department heads may be appointed or removed by the City Administrator only after receiving Council approval. The City Administrator shall make recommendations for the suspension and termination of department heads, and may suspend any department heads, until the next Council meeting when the Council shall affirm, modify, or rescind the suspension. The City Administrator shall act as the personnel officer and shall be responsible for the implementation of the City’s personnel policy; (3) Secure the enforcement of all laws, provisions of the City code and resolutions of the City and of the state as they apply to the City, and make recommendations for changes or additions to ordinances when necessary; (4) Attend all special and regular meetings of the Council and actively participate in the meetings in all respects, except voting; (5) Prepare and submit to the Council the proposed annual budget, and enforce and administer all provisions of the adopted budget; (6) Submit reports to the Council on City finances, budget status, and administrative activities on a regular basis, as well as submit to the Council and make available to the public a complete report on a financial and administrative activities of the City at the end of each fiscal year; (7) Supervise the preparation and coordination of and submit to the Council the annual and long-range work programs of the department of the City; (8) Keep the Council advised as to the future needs of the City, and make recommendations on long-range promotion of community welfare; VI-02 (9) Familiarize himself or herself with alternate and supplemental sources of revenue, including but not limited to federal and state aids, loans, grants, and other sources of revenue, and prepare and submit proposals to the Council and other appropriate agencies of the City recommendations for actions necessary to fully take advantage of the sources; (10) Personally maintain amicable relations with City employees and the public and promote the relations between the Council and its employees and constituents and adjoining and overlapping governmental entities; (11) Recommend to the Council any other measures required for the efficient administration of City affairs and promotion of community welfare; and (12) Any other and further duties and responsibilities as may be assigned to him or her by the Council, including some of those delegated to the City Clerk under City code provisions. (Prior Code, § 2.80) VI-02 November 21, 2018 Mayor Hicks and Councilmembers: Several months ago, I chose to apply for the Burnsville City Manager position. The decision to pursue a new opportunity wasn’t made lightly. I’ve had almost twenty years of working with some of the most amazing people in the profession while in Hastings. Together, we’ve done great work to help continue to move the community forward. I had the tremendous fortune of being appointed Hastings City Administrator by a City Council that was willing to have a big vision, do big things, and make courageous decisions. Thank you for giving me the opportunity to serve the Hastings community. Your grace, leadership, and civility have been a model of effective governance. Our staff are great people who work hard every day to continue to move the needle forward. This requires professionalism, respect, and courage and I thank you for the opportunity to work with and learn from you. I have been fortunate to meet many warm and genuine people in Hastings and I feel privileged that you shared your talents and time with me. These experiences have changed me for the better as a result of my time in Hastings and in service to this community. With this letter, I tender my resignation in alignment with my employment contract and am providing 45 days’ notice. My last day will be Friday, January 4, 2019. Respectfully, Melanie Mesko Lee VI-02