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07-18-2017 Workshop Agenda The City ®f CityCommission venturaAi Workshop Meeting July 18, 2017 _, Following Commission Meeting at 9:00 a.m. 19200 west Country Club Drive Aventura,FL 33180 Executive Conference Room AGENDA 1. ACES Residency Grandfather Policy (Mayor Weisman)* 2. Recommendation to Appoint Members to the Youth Advisory Board (City Manager)* 3. Colin Baenziger & Associates - City Manager Search Process* 4. City Talks Program (Commissioner Mezrahi)* 5. NALEO Conference Update (Commissioner Landman) 6. Adjournment Y Back-up Information Exists This meeting is open to the public. In accordance with the Americans with Disabilities Act of 1990, all persons who are disabled and who need special accommodations to participate in this meeting because of that disability should contact the Office of the City Clerk, 305-466- 8901,not later than two days prior to such proceeding. One or more members of the City of Aventura Advisory Boards may be in attendance and may participate at the meeting.Anyone wishing to appeal any decision made by the Aventura City Commission with respect to any matter considered at such meeting or hearing will need a record of the proceedings and,for such purpose,may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. Agenda items may be viewed at the Office of the City Clerk, City of Aventura Government Center, 19200 W. Country Club Drive, Aventura, Florida, 33180, or online at cityofaventura.com.Anyone wishing to obtain a copy of any agenda item should contact the City Clerk at 305-466-8901. CITY OF AVENTURA OFFICE OF THE CITY MANAGER MEMORANDUM TO: City Commission FROM: Eric M. Soroka, ICMA-CM, C' -ger DATE: June 27, 2017 SUBJECT: ACES Non-Resident Informa • As requested at the June Workshop Meeting, below is the information related to non- residents attending ACES in the 2017/18 school year. Grade Non-Residents K - 2nd 0 3rd 10 4th 3 5th 10 6t" 12 7th 12 8th 21 Total 68 Percentage of student enrollment 67% EMS/act CC01703-17 CITY OF AVENTURA OFFICE OF THE CITY MANAGER MEMORANDUM TO: City Commission FROM: Eric M. Soroka, ICMA-CM ' I . ger DATE: June 29, 2017 SUBJECT: Recommended Youth Advisory Board Appointments The City received sixteen applications for the newly created Youth Advisory Board. On June 28, 2017, The Mayor, City Clerk and I interviewed the applicants. We were all impressed with the quality of the students and it was a very difficult decision to select just seven board members. Below is the recommended applicants for the Board and we included three alternates to participate with the Board. NAME GRADE SCHOOL Sofia Korn 10 (entering) Krop Senior High Mayrav 11 (entering) Lapidot American Heritage Nathaniel 12 (entering) Manor Krop Senior High Dawson Miller 12 (entering) David Posnack Eric Perczek 11 (entering) NSU University School Rebecca 10 (entering) Richmond- Le Lycee Parks International (homeschool) Gabriela 9 (entering) Sartan Krop Senior High .k' Emily Briskin 9 (entering) Krop Senior High Valerie Hanz 11 (entering) Katz Yeshiva High School Brittany 12 (entering) Steinfeld Krop Senior High Draft Project Schedule-Aventura City Manager Recruitment As of 06.30.2017 Phase I: Needs Assessment/Information Gathering July 18, 2017 CB&A attends the City Commission Workshop to obtain input. July 24, 2017 Colin Baenziger meets with City Commissioners one-on-one and other suggested stake holders to understand the job and its challenges. July 28, 2017 CB&A submits the draft of the full recruitment profile to the City for its review. Comments will be due August 4th. Phase II: Recruiting August 7,2017 CB&A posts the full recruitment profile on its website and submits it to the appropriate publications. It is also e-mailed to over 13,400 local government professionals. August 25,2017 Closing date for submission of applications. Phase III:Screening,Reference Checks and Credential Verification September 25,2017 CB&A forwards its candidate report and materials to the City. These will include the candidates' resumes,the candidate introduction, and the results of our reference, background and Internet/newspaper archives checks. October 3, 2017 City selects candidates for interviews. Phase IV: Interview Process Coordination and City Manager Selection October 10, 2017 City holds reception for the finalists. October II, 2017 One-on-one and full City Commission Interviews and decision. October 19, 2017 City Commission selects new Manager November 7, 2017 City Commission approves Employment Contract Attachment A: Search Methodology The following search methodology has been refined over the past nineteen years and now is virtually foolproof. We will integrate your ideas into the process. Our goal is to ensure you have the right people to interview as well as the information you need to make the right decision. Phase t: Bl/irnuation Gathering and.deeds_Issescment Task One:Needs Assessment An important part of the recruiter's work is selling the community to the very best candidates (including those that are not actively looking for the next job) while also providing an accurate portrayal of the community and the opportunity. In order to do this, CB&A must first determine the needs of the client and the characteristics of the ideal candidate. Our approach is as follows: • Compile background information from the jurisdiction's website and other sources. • Interview the Mayor and Commission, other key parties (such as City staff) and stakeholders(such as community groups,business owners,residents, government officials and property owners). Our goal is to develop a strong sense of your organization, its leadership, its short and long term expectations,and its challenges; • Determine the characteristics of the ideal candidate. These will likely include experience, longevity, education, personality, demeanor, and achievements as well as other items the Commission and stakeholders consider important), and • Determine a reasonable compensation package. We will also finalize the timeline so candidates can mark their calendars well in advance and will be available when the Commission wish to conduct the interviews. Task Two: Develop Position Description and Recruitment Materials Based on the information we gather, CB&A will next develop a comprehensive recruitment profile. We will provide our draft for your review and comment. We will then meet with the Commission to discuss the results of our interviews and the resulting recruitment profile. Your suggestions will be incorporated, and the final document prepared. A sample of our work is included as Appendix B. Other samples can be found on our firm's website under the "Executive Recruitments"/"Active Recruitments"tabs. Phase II: Recruitment Task Three:Recruit Candidates CB&A uses a number of approaches to identify the right people for this position. We say people, and not person, because our goal is to bring you six to ten excellent semi-finalists, all of whom will do the job extraordinarily well and who are so good you will have a difficult time choosing Attachment A: Search Methodology among them. You then select the top three to five people to interview and ultimately choose the candidate who is the best fit with you and your community. The approaches we use are: • Networking: The best approach is diligent outreach. We will network with our colleagues and consult our data base. As we identify outstanding candidates (many of whom are not in the market), we will approach them and request that they apply. Often excellent candidates are reluctant to respond to advertisements because doing so may alienate their current employers. When we approach them, their credentials are enhanced rather than diminished. We also use Linkedln as a source of candidates. • Advertising While we will seek out the best, we will not ignore the trade press as it often also yields strong candidates. We intend to advertise through organizations such as the International City/County Management Association,Florida League of Cities,Florida City and County Management Association and so on. We will also post it on our website, www.cb-asso.com. We generally do not use newspapers or generic websites because while they produce large numbers of applications, they generally do not produce the type of candidates our clients are seeking. • Email: We will also e-mail the recruitment profile to our listsery of over thirteen thousand managers and professionals who are interested in local government management. One of the advantages of e-mail is that if the recipient is not interested,he/she can easily forward the recruitment profile to someone else who may be interested. Phase III:Screening anti finalist Selection Task Four: Evaluate the Candidates Based on our most recent recruiting efforts, we anticipate receiving resumes from sixty to one hundred applicants. We will narrow the field as described above and present information on candidates to the Mayor and Commission. This process requires a mixture of in-depth research and subjective evaluation.Our process is as follows. It should be noted that selecting strong candidates is more an art than a science. While we consider standard ranking factors and the elements of the job, ultimately the most important factor is who we believe will be a good fit with the City and the community. Typically forty percent of our finalists are women and/or minorities. Specifically, our efforts will involve: Step One. Resume Review. CB&A will evaluate all resumes and identify the eight to fifteen high quality candidates. Step Two. Screening Interview. Our lead recniiter, and possibly other senior representatives of the firm,will interview each of these candidates. Using what we learned in Phase I and our experience as managers and recruiters, as well as our unique ability to assess candidates, we will determine whether or not to consider them further. Attachment A: Search Methodology Step Three. Prepare a Report. We will prepare a written report summarizing the Results of the Recruitment and the top seven to ten candidates. We will forward our report to the Commission. Step Four. Evaluate the Best Candidates. We will develop materials and background investigations for the to five to six candidates. For those that remain in consideration, CB&A will: • Ask the Candidates to Prepare a Written Introduction: We will ask the candidates to prepare a written introduction to themselves as part of their preliminary background checks. This is done for several reasons. First, it allows the candidates to tell their own story and balance the negativity that is so often characteristic of the press. It also allows the City to evaluate the candidates written and communicative skills. • Candidate Disclosure Statement: We will ask candidates if there is anything controversial in their background that we should be made aware of prior to further consideration. While it is unlikely that we find anything not previously publicized in the press,we believe redundant checks offer superior security for our client. • Interviews of References: We tell the candidate with whom we wish to speak. These include current and former Commission Members, the municipal attorney, the external auditor,staff members,peers,news media representatives,the director of the local chamber of commerce,community activists, and others who know the candidate. We also attempt to contact some individuals who are not on the candidate's list. Typically we reach eight to ten people and prepare a written summary of each conversation. • Legal Checks: Through our third party vendor, American DataBank, we will conduct the following checks: criminal records at the county, state and national level; civil records for any litigation at the county and federal level;and bankruptcy and credit. Search the Internet and Newspaper Archives: Virtually every local newspaper has an archive that provides stories about perspective candidates, the issues they have dealt with, how they resolved them and the results. These articles can also provide valuable insights into the candidate's relationship with the public and the governing body. Of course,not all news sources are unbiased and we consider that in our evaluation. This step is conducted in order to quickly discover candidates with problems in their backgrounds and eliminate them. • Verification of Education: We also verify claimed educational degrees to assure the candidate is being totally forthright. Attachment A: Search Methodology • Verification of Work History: We verify employment for the past fifteen years. The goal in conducting these checks is to develop a clear picture of the candidates and to determine which best meet the criteria established in Phase 1. Each of the avenues we pursue adds a piece of the puzzle. We will crosscheck sources, search for discrepancies, and resolve them when we find them. When sensitive or potentially embarrassing items are discovered, they are thoroughly researched. If we conclude the situation is damaging or even questionable, the situation reported to the City,with the City's concurrence,the candidate will be dropped from further consideration. Note: We firmly believe that all background work we have outlined above should he completed early in the process. That way the client knows the individuals to be interviewed are all lop performers and do not have anything embarrassing in their pasts that might come to light after.selection. 1t also means that once our client has made a selection, it can move forward promptly, negotiate a contract and make an announcement Task Five: Preparation and Presentation of Candidate Materials For the selected candidates, CB&A will compile the information we have developed into a complete written report for each recommended candidate. Specifically, this information will include: the candidates' resumes, introductions, references, background checks and Internet / newspaper archive search results. A complete sample candidate report is included as Appendix C. We will also provide some advice on interviewing, a series of questions the elected officials may wish to ask (as well as some areas that it is not wise to get into), and some logistical information. The preceding information will be forwarded to you electronically. Task Six: Finalist Selection Approximately a week after the City has received the candidate materials, CB&A will meet with the elected officials to discuss our findings and make a final determination concerning who will be invited to interview. The City will then select four to six candidates to interview. Task Seven: Notify All Candidates of Their Status We will notify the finalists by telephone and give them the opportunity to ask additional questions. We will also provide them with information concerning the interviews and travel if necessary. CB&A will inform those not selected of their status. Part of the notification will include advice concerning the candidates' resume and/or cover letter so, even though they were not selected to go forward,they will have gained something valuable from participating in the process. Attachment A: Search Methodology Phase II .: Coordinate the Interview Process and City Manager Selection Task Eight: Coordinate the Candidate Assessment Process Prior to the interviews,we will recommend an interview/assessment process for the City's review including means to evaluate the candidates' communication skills, interpersonal skills, and decision-making skills. As part of the process, we will recommend the City Commission observe the finalists in a number of settings. We will also recommend you invite the finalists' spouses so they can spend time in and evaluate your community. Day#1: The finalists are given a tour of the community by a knowledgeable staff member or resident. Later, that evening, the Mayor and Commission host a reception for the candidates. The purpose is to observe how the finalists respond to a social situation. Your next City Manager will, after all, represent your local government in numerous venues. It is thus important to know how the individual will respond in a social setting. The reception also serves as an ice-breaker whereby the Commission Members and the candidates get to know one another informally. Day#2: Beginning at approximately 8:00 a.m.,the Mayor and Commission as a group will interview each candidate one at a time for approximately an hour. Part of the interviews may include a PowerPoint presentation so the Commission can observe the candidates' presentational skills. At approximately 1:30 p.m., each candidate will interview individually with each elected official for approximately 30 minutes. These meetings provide the Commission Members with an opportunity to assess how the candidates might interact with them on an individual basis. It is very important to know if good chemistry exists. Ultimately, Managers succeed and fail based on their interaction with the Commission and the one-on-one interviews are an excellent way to test that interaction. Task Nine: Debriefing and Selection Once the interviews have concluded,CB&A suggests the City Commission Members adjourn and hold a meeting a day or two later to select the next City Manager. Although the selection can be made the same day as the interviews, this decision is quite important and we recommend you take some time to consider what you have seen and heard. In terms of the final selection, we have developed a simple methodology that moves the elected body quickly and rationally to the desired outcome. Once the selection has been made,CB&A will notify the finalists of their status. Candidates are eager to know and we feel it is important to keep them informed. Attachment A: Search Methodology Communications: We will provide weekly reports about the status of the search, in writing or by phone, depending upon your preference. At significant milestones we will make the reports in person. We are also available at any time, day or night, to address any questions you have along the way. To do so, we will provide you with our cellphone numbers and you should feel comfortable contacting us whenever you have a question whether it is directly related to the search or, for that matter, anything else related to local government We want to be responsive and to assist in any way we can. The City's Obligations The City will be responsible for providing the facilities for the interview process, coordinating lodging for candidates from outside the area, and making arrangements for the reception. The City will also be responsible for reimbursing the candidates for all expenses associated with their travel, meals,and incidentals for the interview weekend. The City should also plan to provide the following information, if it is not available on the City's website, to each of the finalists: the current year budget, an organizational chart, the latest completed audit and management letter, any current strategic and long range plans, a copy of the City Charter, any job descriptions and other materials defining the role and duties of the City Manager,and any evaluations of the organization completed in the last year. A.- , t ? ...i C ilf‘k.„,.,„ rHil \l s\ ;; ii =` i �[ iii. Q ti dI. .o°. O <6 U U O 6 Po 1 H C y 7bO • Uu OondF u N t ch C d ^v . $ t. .z1.- 3 g w0 c zA � A c. a 0 b u O a U .1 0 U O u cL v b ,41Y al 0 Vb t) iti 14) 4) 1Pri), u °'n dS vv A ¢ (1 � ( v v u � v 0 O O c w u 'a H 'c7 aw b 3 O .... v v y Y 0 v O a. v 'a `.0 Z r;'' 0 c o 0 Ou" U zz 0 M CITY OF AVENTURA OFFICE OF THE CITY COMMISSION MEMORANDUM TO: Eric M. Soroka, ICMA-CM, City Manager FROM: Commissioner Gladys Mezrahi DATE: July 10, 2017 SUBJECT: Discussion on Establishing a City Talks Program Please place on the July Workshop Meeting Agenda a discussion on developing a City Talks program for the City. CITY TALKS A series of talks geared towards bringing the community together. Topics that are actively engaging. Personal interaction with families. Details: • Expert speakers with topics that help us engage with the community • The new trends and how they contribute/affect our community • One talk every 2 or 3 months • Open to all residents, including children 13 and older (encourage families) • Location - City library or Commission Chambers Some of the topics: • Cyber Security • Bullying • New trends for jobs and development • Climate Issues • Social Media Ethics Thank you.