06/01/2004 - City Council Human Resources CommitteeCITY OF EAGAN
AGENDA
PERSONNEL COMMITTEE MEETING
TUESDAY, JUNE 1, 2004
4:45 P.M.
CITY HALL CONFERENCE ROOMS 2A- 2B
I. Roll Call and Agenda Adoption
II. Director of Parks and Recreation Position
III. Discuss Consultant for Parks and Recreation Projects
IV. Relief Association Pension Agreement Renewal
V. Other Business
VI. Adjournment
J
J city of eagan
TO: MAYOR GEAGAN
COUNCILMEMBER CARLSON
FROM: CITY ADMINISTRATOR HEDGES
DATE: MAY 27, 2004
SUBJECT: PERSONNEL COMMITTEE MEETING
MEMO
A Personnel Committee meeting was scheduled by Mayor Geagan and Councilmember Carlson
for Tuesday, June 1, 2004 at 4:45 p.m. to discuss the status of the selection process for the Parks
and Recreation Director position process., projects for the Parks and Recreation Director
consultant and direction regarding a new agreement for the Fire Relief Association pension.
Parks and Recreation Director Un date
Mr. Harvey Feldman, who was retained by the City to help with recruitment of the Parks and
Recreation Director position, will be present to provide some insight on the market for Parks and
Recreation Directors and the City Administrator and Director of Human Resources will provide
an update on the status of the selection process.
The first round of interviews were conducted the last week of April with eight candidates being
interviewed. Our H.R. Director Holly Duffy experienced some serious medical issues with her
family during the interviews that carried into the next two(2) weeks and a letter was sent to all
the candidates stating that the process would be delayed. Attached is a summary of the Parks and
Recreation Director hiring timetable to date. More on the process and the status of interviews
and candidates will be shared at the meeting on Tuesday.
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Parks and Recreation Consultant Projects
Parks and Recreation Department Office Supervisor Mesko and the City Administrator will
review some proposed projects that Ken Vraa could provide direction on during the next 30 to 45
days. Projects range from assisting staff with the development of an RFP and identifying the
scope of the parks master plan project, helping brief attorneys on potential litigation regarding
the faulty concrete at Cascade Bay, assist with the development of five year, ten year and long
term use plan for the Cascade Bay / Civic Arena, review and strategize expanded use for athletic
fields facility usage, and finally to review the RFP developed by staff for contract negotiations
with the beverage vendors. Mr. Vraa would not be responsible for all of these projects but would
provide some consulting as needed working through Cherryl Mesko and the City Administrator.
He would also work off site with no office hours at City Hall; this is no different than any other
consultant providing a service to the City.
RELIEF ASSOCIATION PENSION AGREEMENT
The City Administrator has received a memo from the Fire Department Relief Association
Pension Committee outlining requests for consideration regarding a 2005 Pension Agreement. In
early January a copy of a memo from the Relief Association providing notification of the status
of the pension agreement and a brief background memo written by staff were provided to the
City Council.
Due to the technical and specialized nature of the pension agreements preliminary background
investigation and research has traditionally been conducted by the City's Finance Committee in
preparation for final consideration by the full City Council. As an item under Other Business at
the Special City Council Meeting on Tuesday, May 11, 2004, the City Council directed the
Personnel Committee to begin the process of gathering information and undertaking the
negotiations for a new pension agreement with the Relief Association.
The City Administrator and Director of Administrative Services have met with representatives of
the Fire Department Relief Association and will present the background information at the
meeting of the Personnel Committee.
a
MEMO
city of eagan
TO: CITY ADMINISTRATOR HEDGES
FROM: ASSISTANT CITY ADMINISTRATOR DUFFY
DATE: MAY 27, 2004
SUBJECT: SUMMARY/PARK & RECREATION DIRECTOR HIRING TIMETABLE
TO DATE
January 22: Ads & postings ordered/placed.
February 20: Deadline for Applications
Feb. 23 -March 5: Reviewed Applications
March 8-18: Decided to attempt to enlarge applicant pool;
Contracted with parks & recreation professional to aid in recruitment;
Designed new recruitment strategies
March 19: New Ads & Postings ordered/placed;
Existing candidates informed of new process
April 9: New Deadline for Applications
Week of April 12: Reviewed all applications;
Selected nine candidates for first round of interviews
April 26 & 28: Eight candidates (one out-of-state candidate withdrew) interviewed by
panel consisting of City Administrator Hedges, Director of Administrative
Services VanOverbeke, Parks & Recreation Administrative Assistant
Mesko, and City of Lakeville's Director of Parks & Recreation.
(Assistant City Administrator/HR Director Duffy was called out of
the first interview due to a family medical emergency and did not
participate in the remainder of the interviews.)
May 3-21: HR Director Duffy out of office much of time due to medical emergency;
Candidates notified of delay;
Results of interviews discussed;
Decision made to schedule Personnel Committee Meeting to discuss future
hiring process procedures
June 1: Personnel Committee Meeting