HomeMy WebLinkAboutVIII-C-03 - Appoint Interim City Administrator
CITY COUNCIL
MEMORANDUM
To: Mayor Hicks & Councilmembers
From: Melanie Mesko Lee, City Administrator
Re: Appoint Interim City Administrator
Date: December 13, 2018
Council Action Requested:
Appoint Julie Flaten as Interim City Administrator effective January 5, 2019 with a
corresponding compensation adjustment effective the same day.
Background Information
On December 3, 2018 the City Council accepted my resignation as City Administrator, effective
January 4, 2019. At that meeting, the City Council referred the issue of City Administrator
Vacancy and Recruitment to the Administrative Committee (Braucks*, Folch, Lund). On
December 7, the committee met in a conference call. A summary of the meeting is attached to
this memo.
The committee unanimously recommended that Administrative Services Director Julie Flaten be
appointed as Interim City Administrator effective January 5, 2019 with a corresponding
compensation adjustment.
Based on the 2019 compensation schedule, it is recommended that the Interim City
Administrator Compensation adjustment be $1,520.00/month. This moves Julie from Step A of
the Administrative Services position to Step B of the 2019 City Administrator step in recognition
of her essentially holding two positions until a City Administrator is hired.
The Administrative Committee will next meet on the City Administrator vacancy on Wednesday,
December 19 in a conference call from 1:05-1:45 p.m. Individuals interested in joining the call
can contact me at 651.480.2326 or mmesko_lee@hastingsmn.gov for instructions on how to do
that.
Information regarding the process the City Council is undergoing can be found on our website
at www.hastingsmn.gov under Administration.
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Commission Discussion
N/A
Council Committee Discussion:
The Administrative Committee (Braucks*, Folch, Lund) recommended appointment of Julie
Flaten as Interim City Administrator.
Financial Considerations
The incremental increase in compensation will be paid for through salary savings within the
current vacancy.
Position
Title Step G Step F Step E Step D Step C Step B Step A
2019 salary positions
City Administrator Annually $122,138.15 $127,267.95 $132,351.95 $137,451.22 $142,855.84 $147,634.49 $152,672.69
Annually $103,511.06 $107,858.52 $112,167.17 $116,488.75 $121,069.12 $125,118.99 $129,388.82Administrative Services Director
Fire/EMS Director
Police Chief
Public Works Director
Attachments
• December 12, 2018 Administrative Committee Meeting follow up.
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Administrative Committee Agenda
Friday, December 7, 2018
Noon-1 p.m.
Conference call
Present
Administrative Committee Members: Chair Braucks*, Councilmember Lund
Councilmember Folch joined at 12:30
Councilmember Lisa Leifeld called in at 12:05
City Administrator Melanie Mesko Lee
Administrative Services Director Julie Flaten
City Administrator Recruitment Process
1. Discuss Timeline and Process
Discussion on how and when input will be provided throughout the process. Staff had
prepared a draft timeline outlining a process up to six months to hire a City
Administrator. Staff has prepared a link on the City’s website with information that will
be updated as the Council proceeds throughout the process.
2. Review Job Expectations
When last filled, the City Council used the Charter and Ordinance requirements to define
the position requirements. Staff will update a description for committee review.
Discussion of what is to be included in a description; should be broad and Council can
use a recruitment profile to articulate in further detail the specific goals/objectives they
are trying to hire for.
Discussion on educational requirements and whether a discipline-related degree should
be required. Staff shared that it is very common for candidates in this position to have a
Master’s degree. There was also discussion on how the city has defined the expectations
for City department level positions, which require a Bachelor’s degree with a Master’s
preferred. Committee agreed that a Master’s Degree will be preferred as well as a degree
in local government administration, although not required. Experience in local
government administration is also preferred.
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3. Discuss Interim Appointment
Discussion over hiring an external individual to fill in as an interim v. appointing a
current staff member to fill the interim vacancy. With the length of the proposed vacancy,
the committee asked Flaten what her interest was in the position; she stated that she
would be willing to serve as interim and is not interested in pursuing appointment as City
Administrator.
Committee recommended that Flaten be appointed as interim City Administrator at the
December 17 Council meeting with a corresponding compensation adjustment.
Leifeld asked if there are any internal staff interested in the City Administrator position.
Staff indicated they are not aware of any other employee interested in the position.
Recruiter
The committee discussed how to hire a recruiter. Folch forwarded a proposal from Springsted
that she had solicited. The committee recommended development of a proposal for Executive
Search Consulting Services to review.
Next Steps
Chair Braucks requested that an additional meeting be held prior to December 21.
The committee adjourned at 1:05 p.m.
LMC Memo: Hiring a City Manager or Administrator
https://www.lmc.org/media/document/1/hiringacitymanageroradministrator.pdf?inline=true
Staff Memo Regarding City Administrator Resignation & Vacancy Process
http://156.99.88.54/weblink/0/edoc/514177/VIII-C-02%20-
%20City%20Administrator%20Resignation%20and%20Vacancy%20Process.pdf
City Policy
c. Working Out of Classification
Employees assigned to temporarily work in a position of a higher classification as a result of an
extended absence by a co-worker may qualify for additional compensation. Additional
compensation may be warranted if the temporary assignment is for a minimum of 30 consecutive
calendar days and upon review of the employee’s current wage and the additional duties
assigned as part of the temporary classification.
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