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HomeMy WebLinkAboutPackets - Council Packets (1783)         AGENDA ORO VALLEY TOWN COUNCIL SPECIAL SESSION March 16, 2023 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CAÑADA DRIVE        Executive Sessions - Upon a vote of the majority of the Town Council, the Council may enter into Executive Sessions pursuant to Arizona Revised Statutes 38-431.03 (A)(3) to obtain legal advice on matters listed on the Agenda.   SPECIAL SESSION AT OR AFTER 6:00 PM   CALL TO ORDER   ROLL CALL   SPECIAL SESSION AGENDA   1.DISCUSSION AND POSSIBLE DIRECTION REGARDING THE TOWN MANAGER RECRUITMENT AND PROCESS   EXECUTIVE SESSION - Pursuant to ARS 38-431.03(A)(1) for personnel matters to review potential Town Manager candidates   RESUME SPECIAL SESSION   2.APPROVAL OF ANY DIRECTION TO THE TOWN ATTORNEY, CONSULTANT, AND/OR NECESSARY STAFF AS DISCUSSED IN EXECUTIVE SESSION PERTAINING TO THE TOWN MANAGER SEARCH      ADJOURNMENT The Mayor and Council may, at the discretion of the meeting chairperson, discuss any Agenda item.     POSTED: 3/13/23 at 5:00 p.m. by dt When possible, a packet of agenda materials as listed above is available for public inspection at least 24 hours prior to the Council meeting in the office of the Town Clerk between the hours of 8:00 a.m. – 5:00 p.m. The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If any person with a disability needs any type of accommodation, please notify the Town Clerk’s Office at least five days prior to the Council meeting at 229-4700. PUBLIC COMMENT ON AGENDA ITEMS  The Town has modified its public comment procedures for its public bodies to allow for limited remote/virtual comment via Zoom. The public may provide comments remotely only on items posted as required Public Hearings, provided the speaker registers 24 hours prior to the meeting. For all other items, the public may complete a blue speaker card to be recognized in person by the Mayor, according to all other rules and procedures. Written comments can also be emailed to Town Clerk Michael Standish at mstandish@orovalleyaz.gov for distribution to the Town Council prior to the meeting. Further instructions to speakers are noted below. INSTRUCTIONS TO IN-PERSON SPEAKERS Members of the public shall be allowed to speak on posted public hearings and during Call to Audience when attending the meeting in person. The public may be allowed to speak on other posted items on the agenda at the discretion of the Mayor. If you wish to address the Town Council on any item(s) on this agenda, please complete a blue speaker card located on the Agenda table at the back of the room and give it to the Town Clerk. Please indicate on the blue speaker card which item number and topic you wish to speak on, or, if you wish to speak during Call to Audience, please specify what you wish to discuss. Please step forward to the podium when the Mayor calls on you to address the Council. 1. For the record, please state your name and whether or not you are a Town resident. 2. Speak only on the issue currently being discussed by Council. You will only be allowed to address the Council one time regarding the topic being discussed. 3. Please limit your comments to 3 minutes. 4. During Call to Audience, you may address the Council on any matter that is not on the agenda. 5. Any member of the public speaking must speak in a courteous and respectful manner to those present. INSTRUCTIONS TO VIRTUAL SPEAKERS FOR PUBLIC HEARINGS Members of the public may attend the meeting virtually and request to speak virtually on any agenda item that is listed as a Public Hearing. If you wish to address the Town Council virtually during any listed Public Hearing, please complete the online speaker form by clicking here https://forms.orovalleyaz.gov/forms/bluecard at least 24 hours prior to the start of the meeting. You must provide a valid email address in order to register. Town Staff will email you a link to the Zoom meeting the day of the meeting. After being recognized by the Mayor, staff will unmute your microphone access and you will have 3 minutes to address the Council. Further instructions regarding remote participation will be included in the email. Thank you for your cooperation.    Town Council Special Session 1. Meeting Date:03/16/2023   Submitted By:Michelle Stine, Town Clerk's Office Department:Town Clerk's Office SUBJECT: DISCUSSION AND POSSIBLE DIRECTION REGARDING THE TOWN MANAGER RECRUITMENT AND PROCESS RECOMMENDATION: The Consultant has provided a process recommendation within the attached memo. EXECUTIVE SUMMARY: The consultant will be outlining the proposed steps for the Town Manager selection search in the open session. BACKGROUND OR DETAILED INFORMATION: The Town Manager application deadline was Tuesday, February 28, 2023.  Applications will be reviewed in Executive Session. FISCAL IMPACT: None at this time. SUGGESTED MOTION: I MOVE to... Attachments Memo from Consultant  Serving Public Sector Clients Since 1972 5800 Stanford Ranch Road, Suite 410, Rocklin, California 95765 Phone: 916/630-4900 Fax: 916/630-4911 Website: www.ralphandersen.com March 13, 2023 To: Andrew Votava, Human Resources Director Town of Oro Valley From: Heather Renschler, Search Consultant Ralph Andersen & Associates Subject: Next Steps on Town Manager Recruitment At the close of the application period, we received 40 resumes for consideration for the position of Town Manager. All resumes have been reviewed and evaluated as of this date. The following timeline and more detailed steps in the process are being suggested for the balance of the recruitment: • Thursday (3/16) at 6:00 pm – Discuss format and structure of three panel interviews (community, staff, and Town Council), tours etc. during public session; presentation of candidates will be discussed during Executive Session. o Suggest each member of the Town Council nominate one community member (individual, business representative or other represented group) to serve on the Community Panel. All names would be given to the HR Director to compile, remove duplications and extend invitations. Additionally consider the general public submitting interest and making a random selection (via drawing) of 2-3 individuals to serve on the Community Panel. Interest would be made known to Andrew Votava, HR Director via e-mail. Ideally, the composition of the panel would not be more than 8-10 individuals in total. • Friday (3/17) by end of business day – Council will be given access to Resumes via confidential file sharing program for viewing submittals (cover letter and resume). All submittals will be available to the Town Council. Should a member of the Town Council desire to view all submittals, all 40 Applicants will be available in an alphabetical listing. Additionally, the Applicants will be placed in three groupings (Top Tier/Alternates/All Others) for ease of review by the Town Council. • Wednesday (3/22) at 6:00 pm – Town Council will meet to discuss, review, and affirm the list of recommended Applicants as Semi-Finalists in Executive Session and also review suggested interview questions. Members of the Town Council are encouraged to submit interview questions in advance to the HR Director to review and assemble with input from the Recruiter. Contributions for interview questions should be sent to Andrew Votava, HR Director, no later than Monday, March 20th. Town of Oro Valley Recruitment of Town Manager Page 2 • Wednesday (3/29) and Thursday (3/30) at 5:00 pm – Screening (Video) Interviews of Semi-Finalists in Executive Session will take place and direction given on Finalists (suggest 2-3) to invite on-site for in-person interviews. Travel costs will be reimbursed by the Town to the Finalists should there be out-of-area candidates invited to interview in mid- April. Article and social media search will be provided on this group of Semi-Finalists. • Week of April 3 - Public Release of Finalists’ Names and Submitted Materials after invitations to the 2-3 candidates has been extended and confirmed by the Recruiter. Background and reference checks will be done at this time including review of a further review of articles and social media. • Thursday (4/13) and Friday (4/14) – A variety of activities will take place during this time period including the following suggestions: o A tour of the community will be conducted by the HR Director before the panel interviews take place. If needed, by special arrangement, the tour may be given earlier based on overall timing and arrival of Finalists. o Introduction to the Town’s legal counsel. Ideally, this meeting should be done before Finalists are interviewed. This meeting may also be conducted and done via video to accommodate scheduling needs. o Conduct all three Panel Interviews with Finalists on Thursday. The Town Council will hear the debrief from both the Community and Staff panel spokespersons after the Council has conducted their own panel interview. o The Town Council will provide direction to the HR Director and the Recruiter after the final interviews have been conducted. o Candidates will be notified as to their status on Thursday late afternoon/evening after the conclusion of the Town Council’s interview and debrief which will be held in Executive Session. o Ideally, further direction will be given to begin formulating an offer for the selected candidate. This direction, including all deal points and desired timing to begin work as the new Town Manager, will be given to the Negotiating Team (Mayor/HR Director). o Friday morning will be reserved for a potential follow-up meeting that will involve the Mayor and the HR Director and ideally, the selected candidate. No other events are planned for this date that would involve the Town Council, community members or staff. A contingent (verbal) offer would be extended. o The Town Council will be advised that agreement has been reached with the selected candidate by the Negotiating Team (Mayor/HR Director). o Preparation of an employment contract, reviewed by legal counsel, would follow at a future date for formal approval by the full Town Council. Further discussion of these steps and a suggested format will be done at this Thursday’s meeting. In the meantime, should you have any questions, please reach out directly to Andrew Votava, Human Resources Director. Thank you again for the opportunity to represent the Town of Oro Valley.