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HomeMy WebLinkAboutAgenda 07-09-2024 SpecialCITY OF DUNN ® NORTH CAROLINA lNere communihi 6eclins! Call to Order — Mayor William P. Elmore, Jr. Invocation Pledge of Allegiance Dunn City Council Special Meeting Tuesday, July 9, 2024 6:30 p.m., Dunn Municipal Building PRESENTATION/ DISCUSSION AND/OR DECISION 1) Mid -Carolina Council of Governments — City Manager Search ADJOURNMENT "This institution is an equal opportunity provider and employer" CITY OF see .. DUNN ® NORTH C A R O L I N A City Council Agenda Item Meeting Date: July 9, 2024 [SUBJECT TITLE I City Manager Search Presentation Mid -Carolina Council of Government PRESENTERIDEPARTMENT City Manager Neuschafer ATTACHMENT(S) Proposal and additional information MC COG PUBLIC HEARING PUBLISH DATES PURPOSE: To hear presentation from Mid -Carolina Council of Governments concerning City Manager Search BACKGROUND: BUDGETIMPACT: RECOMMENDED If a motion is decided, Motion to enter into an agreement with the Mid -Carolina MOTION/ACTION Council of Governments for the purpose of a City Manager Search as presented. REQUESTED OF COUNCIL City of Dunn City Manager Recruitment and Selection Project Outline Mid -Carolina Regional Council Project Team: Justin Hembree, Executive Director Samantha Wullenwaber, Deputy Executive Director Step 1— Develop Candidate Profile MCRC's understanding of the City's needs will be key to the successful recruitment and selection of the City's next Manager. We will work with the Board to learn as much as possible about the City's expectations for a new Manager. MCRC wants to grasp the values and culture of the organization, as well as understand the current challenges and opportunities that face the City. We also want to know the Board's expectations regarding the knowledge, skills, and abilities sought in the ideal candidate and will work with the City to identify expectations regarding education and experience. Additionally, we will discuss expectations related to compensation and other items necessary to complete the successful appointment of a new City Manager. The profile developed at this stage will drive subsequent recruitment and selection steps. Step 2 — Design and Implement Advertising Campaign After gaining an understanding of the City's requirements, MCRC will design an effective advertising campaign appropriate for the City Manager recruitment and selection. We will focus on professional publications and websites that are specifically suited to the search. We will also develop a professional recruitment brochure on the City's behalf that will provide possible candidates with an overview of the community and the position. Step 3 — Recruit Candidates Along with coordinating the advertisement of the position, MCRC will conduct an outreach effort to identify and recruit professionals that may be good candidates for the position. Step 4 — Screen Applicants Following the closing date for applications, MCRC will screen all applications. We will use the criteria established in Step 1 as a basis upon which to initially narrow the field of candidates. Step 5 — Interview Candidates MCRC will conduct interviews with the top eight to ten applicants to help determine which candidates have the greatest potential to succeed. During interviews, we will explore each candidate's background and experience as it relates to the position. In addition, we will determine the candidate's motivation for applying for the position and make an assessment of his/her knowledge, skills, and abilities. Furthermore, we will work to understand the likelihood of each candidate's acceptance of the position if an offer of employment is made. Page 1 of 2 Step 6 — Search Public Records Following interviews, MCRC will conduct a review of public records for each candidate. Various public sources will be consulted including online newspaper searches, Google, meeting minutes of governing bodies, employer websites, and other similar sources. This step will alert us to any additional inquiries that may need to be made about individual candidates. Step 7 —Recommend Finalists Based on information gathered through Board input, interviews, and the search of public records, MCRC will recommend a limited number of candidates for the Board's further consideration. We will prepare a written report on each recommended candidate and make specific suggestions concerning which candidates should remain in the selection process. However, the final determination of finalists for the position will be up to the Board. Step 8 — Interview Finalists MCRC will assist the Board in the development of an interview process that objectively assesses the qualifications of each finalist. We will use an approach that fits the Boards needs and will provide the Board with suggested interview questions and rating forms. We will work with finalists to coordinate the scheduling of interviews and travel arrangements. Our goal will be to facilitate a positive experience for both the Board and the finalists. Step 9 — Check Backgrounds/References Based on final interviews and a consensus of the Board, MCRC will facilitate credit, criminal, civil litigation, and motor vehicle record checks for the top one to three candidates. In addition, we will conduct detailed confidential reference checks. We will also verify candidates' degrees. Step 10 — Negotiate Once the Board reaches a consensus concerning the final candidate, MCRC will represent the City's interests and advise the Board regarding salary, benefits, and, finally, an employment agreement. We will work with the City to facilitate a formal offer of employment. On -Going Services Throughout the Process Throughout the recruitment and selection process, MCRC will provide the Board with updates on the status of the search. We will work with City staff to take care of all administrative details. We will also keep candidates informed about their status in the process at each critical step and will promptly respond to candidate inquiries. Contact Info Justin Hembree Samantha Wullenwaber Executive Director Deputy Executive Director Mid -Carolina Regional Council Mid -Carolina Regional Council jhembree@mccog.org swullenwaber@mccog.org 828-772-7947 (Cell) 919-632-5397 (Cell) Page 2 of 2 MID-CAROLINA REGIONAL COUNCIL c.ev, . zy;o„al 5x..ha City Manager Search for the City of Dunn, North Carolina Proposed Services By Mid -Carolina Regional Council Proposed Scope: The City Manager Search The selection of a City Manager is the single most important action that the Mayor and City Council will consider. As the chief executive, the City Manager is tasked with carrying out the policies of the City and is responsible for day-to-day leadership of Dunn's staff and services. Mid -Carolina Regional Council (MCRC) is uniquely positioned to assist the City with the search process by providing locally -driven expertise, professional guidance, and administrative assistance. Below is the proposed scope for the City Manager search process. MCRC staff will do the following: 1. Meet with the City of Dunn City Council to discuss and verify a candidate profile and specifics of the search process. The purpose of this meeting is to ensure that MCRC staff fully understand what the City Council desires in its next City Manager and the qualifications and skillsets used to evaluate candidates. 2. Develop materials for advertising the position and finalize with City Council. MCRC staff will create a job posting, brochure, and graphic template to advertise the City Manager position and share this with the City Council for final approval. 3. Advertise the position widely to encourage a deep and diverse candidate pool. Before advertising, MCRC staff will suggest where advertisements should be placed, and the City will have the ability to approve any advertisement that will have an associated cost. Advertising costs will be billed directly to the City at the actual cost. 4. Serve as a direct contact for all applications for the position to preserve confidentiality. MCRC will serve as the direct contact for all applications. 5. Review applications based on the candidate profile, qualifications, and desired skillsets identified by the City Council. MCRC staff will identify the top eight to 10 candidates for review City of Dunn City Manager Search and discussion with the City Council and will compile all applications for review of the general applicant pool. 6. Assist with the coordination of closed session location and materials to facilitate conversation. The City Council will meet in closed session and select candidates it wishes to interview. MCRC staff will also gain consensus on methods of reviewing and assessing candidates. 7. Coordinate with the City Council and selected candidates to schedule interviews. Interviews can be conducted in Dunn, or the City Council can use MCRC offices or another location to preserve confidentiality. 8. Work with the City Council to craft interview questions for the candidates. 9. Manage the interviews by welcoming the candidates. Executive Director Justin Hembree will participate in the interviews with the City Council. 10. Work with the City Council to identify the top candidate. This will include coordinating a meeting and/or a call between the Council and/or the Mayor to offer the position. 11. Coordinate employment agreement review with the candidate and the City's legal counsel. MCRC can assist with formal background checks if desired at this stage. Those costs will be billed directly to the City at actual cost. 12. Attend City Council meting when the new City Manager is appointed in open session. MCRC staff can provide materials or remarks if desired. 13. Support the new City Manager as they start work, making sure that they are introduced to other managers in the area and are connected to the MCRC regional partner network. 14. All materials gathered during the process will be delivered to the City to the retained by the City as required by North Carolina Public Records Law. Materials will be delivered no more than 30 days after the process has concluded. Total Cost $9,500 all inclusive other than the items noted above (advertising costs, background check costs) and below. Additional Expenses The fee listed above does not include the actual job advertisement costs, background check costs, or other direct costs involved with the search process, such as travel costs for candidates (if the City chooses to reimburse) and costs related to meetings (food, etc.). Our Organizations Mid -Carolina Regional Council is a multi -county planning, development, and human services organization. We reach across county and municipal borders to provide technical assistance to our local governments and to administer programs that benefit our region's citizens. The Council's mission is to provide creative regional solutions for relevant and emerging issues in Cumberland, Harnett, and Sampson Page 2 of 4 City of Dunn City Manager Search Counties, North Carolina while providing a standard of excellence in the delivery of federal, state, and regional services for our communities. Project Team Justin Hembree, Executive Director, Mid -Carolina Regional Council — Project Manager Justin Hembree, a native of Mitchell County, North Carolina, serves as Executive Director of Mid -Carolina Regional Council. Prior to joining Mid -Carolina Council of Governments, he served as Executive Director of Land of Sky Regional Council based in Asheville, North Carolina. Justin has over 20 years of experience in North Carolina municipal, county, and regional government management. He has previously served as County Manager of Mitchell County, Assistant County Manager and Interim County Manager of Henderson County, and Town Manager of Taylorsville. Justin is active with the North Carolina City/County Management Association, serves on the Board of Directors of the National Association of Development Organizations, is Past Chair of the Western North Carolina Managers Association, is a Past President and currently serves as Treasurer of the Appalachian State University Local Government Alumni Association, and currently serves as Vice Chair of the North Carolina Association of Regional Councils of Government. He holds a Bachelor of Science and a Master of Public Administration, both from Appalachian State University, and served as a Cavalry Scout on active duty with the United States Army. Samantha Wullenwaber, Deputy Executive Director, Mid -Carolina Regional Council Samantha Wullenwaber, a native of Johnston County, North Carolina, serves as Mid -Carolina Regional Council's Deputy Executive Director. Prior to her role as the Deputy Executive Director, Samantha was the Local Government Services Director. Before joining Mid -Carolina Regional Council, Samantha held several leadership positions in North Carolina municipal government. She served Dunn as a Planning Technician and as the City's Planning and Inspections Director, Planning Director of Clayton, and Interim Town Manager of Spring Lake. She also served as the Executive Director of the Dunn Community Development Corporation. Samantha is a Certified Planner through the American Planning Association and is a North Carolina Certified Zoning Official. Samantha holds a Bachelor of Science from East Carolina University and a Master of Public Administration from the University of North Carolina at Pembroke. Acceptance MCRC staff will begin work as soon as notification of acceptance is provided. This confirms the City's intention to accept the scope of work as outlined in the proposal presented by MCRC and otherwise meet the responsibilities outlined. The City is confirming the encumbrance of funds sufficient to pay the fees for services rendered. Please return acceptance to: Justin Hembree, Executive Director Mid -Carolina Regional Council 6205 Raeford Road Fayetteville, NC 28304 Ihembree@mcco�.or� Page 3 of 4 CITY OF DUNN Mayor ATTEST. City Clerk Date Date City of Dunn City Manager Search This instrument has been pre -audited in the manner required by the North Carolina Local Government Budget and Fiscal Control Act. Finance Director Date Page 4 of 4 AGREEMENT BETWEEN MID-CAROLINA REGIONAL COUNCIL and CITY OF DUNN for the provision of Technical Service Assistance This AGREEMENT, entered into on June 5, 2023 by and between Mid -Carolina Regional Council (hereinafter referred to as the 'Council') and the City of Dunn, North Carolina (hereinafter referred to as the "Local Government"); WITNESSETH THAT: WHEREAS, the Council is empowered to provide technical assistance by the North Carolina General Statutes and by resolution passed by the Council on April 17,1972. Technical assistance shall consist of the provisions of services as described in Attachment A, which Is herein made part of this AGREEMENT; WHEREAS, the Local Government has requested the Council to provide such technical assistance to the Local Government and; WHEREAS, the Council desires to cooperate with the Local Government in every way possible to the end that the proposed activities are carried out in an efficient and professional manner; NOW, THEREFORE, the parties hereto do mutually agree as follows: 1. Personnel That during the period of this Contract, the Council will furnish the necessary trained personnel to the Local Government to perform the tasks outlined in Attachment A Work Program, 2. Compensation That for the purpose of providing funds for carrying out this Contract, the Local Government will pay the Council the following rates based on the services provided. • Code Enforcement Services: $60/hour • Zoning Administration: $60/hour • Planning Services: $75/hour • Clerical Services: $65/hour • Administrative Services: $821hour The only compensation received will be travel costs and the hourly rate as listed above unless agreed upon In writing by both parties. The total compensation for this agreement shall not exceed $7,500 unless.agreed to by both parties in an amendment to the agreement. The Council shall invoice the Local Government on a monthly basis for the services provided for the prior month. 3. Materials/Work Product All materials produced will be property of the Local Government (i.e. applications, forms, templates, policies, etc.). City of Dunn Technical Service Assistance 4. Time of Performance The contract shall begin June 5, 2023 until terminated by either party according to the specification in item number 5. 5. Termination/Modifications The Local Government may from time -to -time may request changes in the scope of work of services to be performed by the Council hereunder. Such changes, including any increases or decreases in the Council's compensation, which are mutually agreed upon by and between the Local Government and Council, shall be incorporated as written amendments to the Contract. The Local Government or the Council may terminate this AGREEMENT by giving a 15 days written notice (electronic or paper). 6. Interest of Members Officers or Employees of the Council Members of the Local Govemment, or Other Public Officials No member, officer, or employee of the Council or its agents; no member of the governing body of the locality in which the program is situated; and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the program during his or her tenure or for one year thereafter, shall have any financial interests, either direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed in connection with the program assisted under this Agreement. Immediate family members of said members, officers, employees, and officials are similarly barred from having any financial interests in the program. The Council shall incorporate, or cause to be incorporated, in all such contracts or subcontracts, a provision prohibiting such interest pursuant to the purpose of this section. 7. Nondiscrimination Clause No person in the United States shall on the grounds of race, color, national origin, or sex be excluded from participation in, be denied the benefits of, or be subjected to discrimination with any program or activity funded in whole or in part with funds available under the Housing and Development Act of 1974, Section 109. 8. Age Discrimination Act of 1975, as amended No qualified person shall on the basis age be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination under any program or activity which receives benefits from federal financial assistance. 9. Section 504 Rehabilitation Act of 1973, as amended No qualified handicapped person shall, on the basis of handicap be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity which receives or benefits from federal financial assistance. 10. E-Verify Provision Pursuant to G.S.143-48.5 and G.S.147-33.95(g), the undersigned hereby certifies that the Contractor named below, and the Contractor's subcontractors, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. E-Verify System Link: www.uscis.gov City of Dunn By: Title: City Manager Date: 6 • (; • Z O Z3 City of Dunn Technical Service Assistance Mid -Carolina Regional Council By: Title: Executive Director Date: �z • z0z This instrument has been pre -audited in the manner required by the Local Government Budget and Fiscal Control Act. Finance Officer Date 3 City of Dunn Technical Service Assistance ATTACHMENT A CITY OF DUNN TECHNICAL SERVICE ASSISTANCE 1. WORK PROGRAMIBUDGET This is an agreement attached to and made part of the June 5, 2023 AGREEMENT between the City of Dunn, North Carolina (hereinafter referred to as "Local Government') and Mid -Carolina Regional Council (hereinafter referred to as "Council") providing for technical assistance related to staffing needs for administrative personnel and any other services the Local Government requests agreed to in writing. The basic services to be provided by Council are outlined below. 2. WORK PROGRAM/SCOPE OF SERVICES The intent of this AGREEMENT is for the Council to provide qualified professional personnel as technical assistance to the Local Government consistent with applicable federal laws, state laws, and City ordinances beginning June 5, 2023. Leveraging experience and resources possessed by Council staff, Council will consult and advise the Local Government consistent with applicable clerical, administrative, financial, accounting practices, planning and zoning, code enforcement, and governmental regulations. 3. SERVICES TO BE PROVIDED The following activities are illustrative of the services to be provided by Council to the Local Government: Code Enforcement Services: o Mid -Carolina will provide a Code Enforcement Officer (CEO) to the City of Dunn on an hourly basis, as requested by the City. o The CEO will be responsible for the following: ■ Nuisance abatement according to the City's code of ordinance to include but not be limited to tall grass, junk vehicles and junk debris. ■ Housing code enforcement. The CEO will work with the appropriate building code officials to enforce the building regulations to include but not be limited to minimum housing, condemnation, and commercial maintenance code. ■ Solid waste ordinance enforcement. o The CEO will investigate all complaints, send the appropriate violation letters, conduct follow- up, abate violations, and close all cases (if applicable). Zoning Administration: o Mid -Carolina will provide a Zoning Administrator to administer the City's zoning ordinance on an hourly basis, as requested by the City. The Zoning Administrator will be responsible for zoning verification letters, zoning permits, zoning violations and any other zoning related task requested by the City. o The Zoning Administrator will process all zoning permits and verification letters based on the City's current process. The Zoning Administrator will be responsible for all communications with the applicants and the full review and processing. o The Zoning Administrator will investigate all zoning complaints, send the appropriate City of Dunn Technical Service Assistance violation letters, conduct follow-up, establish a amicable solution and close all cases. • Planning Services: o Mid -Carolina can provide professional planning services to the City on an hourly basis, as requested. o Planning services can be project specific (Le, assistance with comprehensive plans, ordinance amendments, etc.) or tasks such as plan review, planning consultation, processing of applications for planning board and City board meetings and all other planning related needs. • Clerical Services: o Organizing and Filing of Documents and Files o Preparation of City board meeting packets o Preparation of minutes • Administrative Services: o Review of Policies and Procedures to Ensure Compliance with Applicable Laws, Regulations, and Practices o Assists with the development and implementation of human resources policies and procedures o Grant administration, project administration 4. FEES The Council proposes to provide the services described in this AGREEMENT as listed below: • Code Enforcement Services: $601hour • Zoning Administration: $601hour • Planning Services: $751hour • Clerical Services: $651hour • Administrative Services: $821hour 5