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12/11/2018 - City Council SpecialSPECIAL CITY COUNCIL MEETING TUESDAY, DECEMBER 11, 2018 5:30 P.M. UPPER LEVEL CONFERENCE ROOM EAGAN FIRE STATION #2 1001 STATION TRAIL AGENDA I. ROLL CALL AND ADOPTION OF THE AGENDA II. INTERVIEW COMMUNICATIONS AND ENGAGEMENT DIRECTOR FINALISTS III. OTHER BUSINESS IV. ADJOURNMENT Agenda Information Memo December 11, 2018 Special City Council Meeting III. Interview Communications and Engagement Director Finalists Action To Be Considered: Three finalists are scheduled to be interviewed by the City Council. Direction is sought on the candidate with whom the City Council would like to extend a written offer. Formal action to name the candidate of choice is proposed at the December 18, 2018 City Council meeting. Facts: ➢ The process to hire anew Communications and Engagement Director began this fall, following the retirement announcement of the previous Communications Director, Tom Garrison. ➢ Upon a thorough review of the position,.the title is proposed to change to Communications and Engagement Director, to emphasize the key role the position has in engaging the community. ➢ The City received 136 applications for the position. ➢ The City interviewed nineteen candidates in the first round of interviews on November 14 and 15. We then followed up with seven candidates interviewed in the second round on November 28. ➢ During the second round, the seven candidates met with two panels consisting of senior management team members and the communications staff team. ➢ Those seven candidates also completed an inbox exercise, speaking to the approach they would each take on their first 100 days on the job. The candidates also submitted a digital communication piece they created to demonstrate their strategic and digital communication skills. ➢ Upon review of the inbox exercises and the feedback offered by the staff panels, the City Administrator is recommending three candidates as finalists for the Council to interview: Bridget Bornstein Straub, Joe Ellickson, and Telly Mamayek. ➢ The three finalists met one-on-one with the City Administrator the week of December 3. They also each completed the Insights Profile, which is a comprehensive assessment tool we have successfully used with many of our employees, including our full Senior Management Team. ➢ Each candidate is scheduled for a 30 -minute interview with the City Council. ➢ Formal City Council action to authorize the hiring and naming of the Communications and Engagement Director is proposed to be included on the December 18, 2018 City Council agenda as a personnel item, with the hope that the new director will begin in mid-January 2019. Attachments: III -1 Schedule/Timeline for Recruitment and Hiring III -2 Profile for the Director of Community Development position III -3 Job Description ++... EAGAN+ I'll. Director of Communications and Engagement Timeline and Process for Hiring Tuesday, August 21 Council accepts retirement and authorizes hiring of position Tuesday, October 2 City Council HR Committee reviews position profile and job description Monday, October 8 Post job Friday, October 26 Deadline for submission of application material Friday, November 9 Select and invite applicants to first round interview November 14 and 15 First round interviews (Panel: Dave, Dianne, Lori, Roger, Andrew) (Wednesday and Thursday) Wednesday, November 28 2nd round conversation by SMT/Communication staff to recommend 2-3 finalists Tuesday, December 11 City Council Workshop to interview finalists Tuesday, December 18 City Council approves hiring Monday, January 14, 2019 New Communications and Engagement Director starts 0 •tea.. �.►si EAGAN Communications and Engagement Director Interview Schedule December 11, 2018 bpm: Bridgette Bornstein Straub 6:30pm: Joe Ellickson 7pm: Telly Mamayek BE A PART OF TEAM EAGAN Eagan is excited to hire a visionary, inclusive, and passionate communicator. As Director of Communications and Engagement, you will lead a professional team of staff who rally around community engagement, education, and showcasing Eagan as both a destination and a truly fabulous place to call home. Salary Range: $111,015 - $140,630 o®� �q N a i @�IsHE1� THE POSITION Primary responsibility include: W • W Lead the communications department with a style that promotes collaboration, vision, exchange of ideas, and a strong sense of community Be the director of the "newsroom" for the City—Serve as the point person for media & public relations, proactively and creatively share information and stories Oversee the successful formation and execution of department goals, budgets, and capital improvements while carrying out the values of the City of Eagan Collaborate with staff and community to develop strategic communication and engagement opportunities that respond to the changing needs of our population Manage an offsite team of professional staff at Eagan Television; work together to grow uses of public television 1 Execute an integrated communication and marketing plan regarding the City's brand, services, and mission • Embrace a multi -platform approach to communications and engagement, including the use of social media and oversight of a well-designed website to provide a positive user experience Lead the City's overall marketing efforts, while supporting, inspiring, and innovating the marketing and communication efforts across all departments, particularly as they promote enterprise operations, programs, etc. Be a strong presence in the community, cultivating relationships with external partners and stakeholders THE COMMUNITY Home to over 68.000 people, Eagan is conveniently located in the Twin Cities metro area, near both Minneapolis and 5t, Paul. The community has a strong tax base and is Home to 2,194 thriving businesses. including major corporations like Thomson Reuters. Ecolab. Blare Cross Blue L` Lr I Shield. Prime Theraoeutics. and the Minnesota Vikings. i. e The City operates under a Council -Administrator Form of government, employing 250 regular full-time employees, and up to 400 seasonal and part time employees. Eagan prides itself on exceptional customer service. The City places a high value on responsiveness to citizen needs within established fiscal parameters. Regarded as a great Palace to live, work and play. the City enjoys a stable workforce with experienced and professional staff. Eagan has an exceptional duality of life, with 350 lakes and ponds and 56 city parks. Additionally. Eagan offers 130 miles of walking trails and over 11,300 acres of parkland. Among the many wonderful park amenities includes the popular Cascade Say Waterpark, along with a rrhallenging disc golf course and unique dog park. Eagan's residents and those working in Eagan enjoy fantastic community events, including a weekly farmer's market with love music. Eagan is consistently ranked by Money Magazine, and recently by USA Today, as one of the best cities in America to live. • 119 RMW. Eagan is a place for all people. Eagan is a healthy city. �, !IM . Eagan is creative and innovative. Eagan is a destination Eagan has anI Eagan uses citizens to community. updated brand. put the plan to work. TO APPLY To apply for this position, please visit the City website at: www.cityoteagan.com/joins The complete job description about this fantastic career opportunity is available online. Along with completing the online application, you will be asked to upload a letter of interest, resume and three professional references. The City of Eagan is an equal opportunity employer. Some photos used in this publication courtesy of: Abby Blumhardt, Rick Graves, Al Kiecker, Karin Miller & Sue Olson. POSITION TITLE: DEPARTMENT: ACCOUNTABLE TO: FLSA STATUS: POSITION SUMMARY: EAGAN POSITION DESCRIPTION Director of Communications and Engagement Communications City Administrator Exempt, Level 19 The role of the Director of Communications and Engagement is to provide for the oversight and operations of the Communications Department, which provides direct services to the community and support services to other departments within the City. Key Roles: • Lead the City's Communications department, including Eagan Television • Oversee the promotion and integrity of the use of the City's brand and logos • Lead the City's marketing initiatives and support complimentary marketing efforts across City facilities and programs • Convene City partners, residents, and stakeholders to promote community engagement • Serve as public relations spokesperson for the City & facilitate media coverage • Cultivate Thomson Reuters & ETV media partnership • Supervise cable franchise relations and negotiates contractual agreements • Oversee media platforms; including social media, news media,. City Website, and printed materials ESSENTIAL POSITION FUNCTIONS: Operations, Management and Administration: Evaluates, plans, manages, directs, leads and coordinates the ongoing development for the communication and engagement needs of the City. 2. Provides strategic communications related recommendations to the City Administrator. 3. Directs, evaluates, and oversees the following divisions and/or responsibilities of the Department: • Communications Division • Eagan Television (ETV) operations 4. Ensure the City has appropriate and understandable policies in place governing social media, the City's Website, and any other communication platforms utilized within the organization 5. Seeks out vendors and consultants to enhance internal and external communication related services. Supervision and Human Resource Management: • Effectively supervises, plans, assigns, and directs the performance of department employees. This position has the authority to hire, train, evaluate, and discipline the Communications team in a manner that is motivating and develops their full work potential • Directly supervises the positions of ETV Executive Director, Communications Coordinator, and Strategic & Digital Marketing Specialist; indirectly supervises a staff compliment of up to 20 part- time employees • Serves as a team -player and resource, by partnering and offering internal communication service to City leadership and departments • Communicate City-wide efforts and happenings, as appropriate, to the Communications team Budgeting and Financially Related Activities • Accountable for the timely preparation, implementation and appropriate fiscal management of the annual budget for the Communications Department, including Eagan Television • Identifies financing methods for projects and operational funding in conjunction with the Finance Department and City Council; oversees the initiation of communication and engagement -related grant proposals, and other unique or non-traditional funding sources • Oversees and/or authors Request for Proposals and other related bid proposals for vendors • Selects, evaluates and manages professional consulting and support services provided to the department • Oversees contract administration and project management to ensure accountability and appropriate stewardship of the funds Engagement & Branding 1. Establish and maintain positive working relationships with City employees, elected and appointed officials, and citizens. 2. Oversee marketing of the City while working in partnership with other departments to market and promote enterprise operations, programs, etc. 3. Oversee and lead efforts to execute a broad-spectrum, integrated communication and marketing plan regarding the City's brand, services, and mission. 4. Oversee public relations and serve as the point person for media, proactively and creatively sharing information and stories. 5. Facilitate the City's outreach efforts to maximize community engagement opportunities. 6. Embrace and understand the multiple social media platforms and Website systems available to the City. Other Duties as Assigned 1. Works collaboratively with the City Administrator and elected officials to create speeches and presentations 2. Works closely with the City Administrator on administrative projects as assigned 3. Serves on the City's Senior Management Team MINIMUM QUALIFICATIONS: 1. Bachelor's degree in journalism, communications, marketing, public relations, or multimedia related field 2. Five to seven years' experience in public relations, journalism, community engagement or another communications field 3. Five or more years of supervising a team of employees 4. Valid MN driver's license and ability to independently drive in the course of performing City of Eagan- related duties DESIRABLE QUALIFICATIONS: 1. Master's Degree in journalism, communications, .public relations or multimedia related field 2. A demonstrated pattern of successful interaction with a senior leadership team, governing board, and external constituents KNOWLEDGE, SKILLS AND ABILITIES/ PERFORMANCE EXPECTATIONS: • Significant knowledge and practical use of technology used for marketing and communications purposes • Superior written and oral communication skills, including the ability to communicate complex information to audiences in a concise and compelling manner • Ability to lead and develop a team of seasoned, professional employees • Practical and technical skills with social media platforms to the extent necessary to evaluate and make recommendations for future applications • Ability to collaborate and partner with other staff and departments to ensure a positive experience for our customers • Ability to execute comprehensive master or strategic plans that are intentional, productive and realistic that are results -oriented and achieve outcomes that meet the City's short and long-term goals, including high quality services to the citizens • An understanding of the functionality and back -ends of Web -based communications systems • Working knowledge of SharePoint or other platforms for internal communications • Knowledge of strategies and approaches to best engage the community in external efforts and City staff on internal efforts • Be comfortable engaging with a wide variety of community members, stakeholders, and partners. • Demonstrate political savvy and awareness of issues that could impact the City CHARACTER TRAITS 1. Independent, hardworking, and self-directed 2. Creative, innovative, and takes initiative 3. Clear, authentic communicator who is an approachable team player 4. Strong sense of honesty and integrity 5. Positive, engaged, and demonstrates a sense of humor 6. Dependable and builds consensus 7. Adaptable and enjoys new approaches in an ever -evolving industry 8. Possess emotional intelligence; enjoy and thrive in a collaborative environment working with other people WORK ENVIRONMENT/REQUIREMENTS (With or without ADA related accommodations): Working Conditions: • Primarily in a professional office setting with many meetings inside and outside City facilities. Attendance is expected at various meetings during a typical work day as well as at evening and other off -hours meetings. • At times activities can be stressful due to deadlines and workloads. 2. Physical Demands/Requirements: • Ability to operate computer, copier, and telephone independently. • Ability to speak intelligibly, hear, read and see. •Ability to drive a car independently for business purposes. 3. Work Hours and Schedules: • Position is FLSA exempt and includes early morning and/or late evening meetings. 4. Ability to perform all Essential Position Functions under the Work Environment/Requirements as described. Created. 09/17/18 DEM and LPW