HomeMy WebLinkAbout07-22-2013 - Agenda Packet011MF��y9 MEDINA, WASHINGTON
MEDINA CITY COUNCIL
SPECIAL MEETING AGENDA
Medina City Hall, Council Chambers
501 Evergreen Point Road, Medina
MONDAY, JULY 22, 2013
6:00 PM
MAYOR
MICHAEL LUIS
DEPUTY MAYOR
KATIE PHELPS
COUNCIL MEMBERS
PATRICK BOYD
JAY DECKER
DOUG DICHARRY
DAVID LEE
JANIE LEE
CALL TO ORDER
ROLL CALL
DISCUSSION
1. 2013 & 2014 Annual Budget Discussion/Planning
2. City Manager Recruitment Discussion
POTENTIAL ACTION
Engage in City Manager Recruitment Services Agreement/Contract
EXECUTIVE SESSION
INTERIM CITY MANAGER
ROBERT GRUMBACH
CITY ATTORNEY
KARI SAND
CITY CLERK
RACHELBAKER
6:00 PM
RCW 42.30.110 (1)(g): To evaluate the qualifications of an applicant for public employment or to
review the performance of a public employee.
ADJOURNMENT
Next Regular Meeting: Monday, August 12, 2013
Medina City Hall 1 501 Evergreen Point Road I PO Box 144 1 Medina, WA 98039
425-233-6400 1 www.medina-wa.gov
GET CONNECTED! STAY INFORMED! Sign Up for Medina E-Notices: www.medina-wa.gov
MEMO
COLIN BAENZIGER & AssomTEs
TO: Mayor and Members of the City Council
City of Medina, WA
FROM: Colin Baenziger DATE: July 18, 2013
RE: City Manager Search — Process and Pricing Options
Below I have outlined Colin Baenziger & Associates' standard pricing and an alternative.
Standard Process and Fee Schedule
CB&A offers a firm, fixed fee of $22,500 which includes all our expenses and costs. In other
words, the only thing the City will pay CB&A is the agreed upon fee. The only other costs the
City will be responsible for are the costs associated with the candidates' (and spouses, if invited)
travel, accommodations and meals for the interview process. The advantage to the City is it
knows exactly what it will pay. The advantage to CB&A is that we do not have keep track of
every minor expense.
We will bill the fee as the phases are completed and according to the following schedule:
Phase I: Needs Analysis / Information Gathering / Materials Preparation
$ 3,000
Phase II:
Recruiting
8,000
Phase III:
Screening
8,000
Phase IV:
Interview Process Coordination and Manager Selection
1,750
Phase V:
Negotiation / Continuing Assistance / Warranty
1,750
Modified Services and Fees Schedule
We understand the City has asked if any overlap exists with what we are doing for Bellevue and
if it could save some money if it did some of the work itself.
To answer the first question, some overlap does exist but it is not enormous. Already having
developed an understanding of the area does help with the Phase I. Still, Medina is considerably
different from Bellevue. Thus the description of the community, its government, its challenges
and what it is looking for in the ideal candidate will be different. The candidates we will recruit
for
City Manager - Process and Pricing Options
Bellevue will also be different from those we are seeking for Medina. Hence, we do not
anticipate any overlap in terms of candidate screening.
To answer the second question, it is not absolutely critical for us to be present for the interviews.
Instead, we can make suggestions and advise from afar. We do generally play some role since
we will have established a relationship with the finalists in the initial phases and they will
continue to consult us. The same is true of the negotiations'.
All in all, we are comfortable offering the following modified pricing schedule to the City. The
total remains a firm, fixed price.
Phase I: Needs Analysis / Information Gathering / Materials Preparation
$ 2,500
Phase 11:
Recruiting
8,000
Phase III:
Screening
8,000
Phase IV:
Interview Process Coordination and Manager Selection
150
Phase V:
Ne otiation / Full Warranty
1,300
Firm, Fixed Price Total
$19,950
We do look forward to hearing from you.
1. Even if we find the two cities are seeking candidates with the same skills, demeanor, etc.,
Bellevue is likely to pay a higher salary and hence attract different candidates.
2. Assistance will be minimal and provided by telephone. Additionally, if the City accepts
the schedule we proposed, we will have a representative in the area during the Medina
interviews and selection. This individual will be able to provide some emergency on -site
assistance if needed.
Budget 2014
GSof �f O/L9
2014 Budget Calendar
City of Medina, Washington
Statutory
Planned/Actual
Dates
Dates
2014 Budget Process
July 31, 2013
July 8, 2013
Council holds Public Hearing on Capital Improvement
Plan
July 31, 2013
July 8, 2013
Council approves Capital Improvement Plan
No legal
July 22, 2013
Council holds Study Session to analyze 2013
requirement
Expenditures and Revenues to provide direction for
2014 bud et preparation
Sept.09, 2013
Aug. 2, 2013
Department Directors begin preparing 2014 Budget
Requests.
No legal
Aug. 12, 2013
Council holds Preliminary Public Hearing to gather input
requirement
on 2014 Budget
Oct. 1, 2013
Aug. 23, 2013
Department Directors 2014 Budget requests submitted
to Finance Director and City Manager.
Oct.7, 2013
Sept. 9, 2013
City Manager provides the 2014 draft Preliminary budget
to the City Council including yearend 2013 Revenue and
Ex enditure projections
No legal
Sept. 23, 2013
Council holds a study session on 2014 Preliminary
requirement
Budget
Nov. 1, 2013
Oct. 14, 2013
City Manager files 2014 Updated Preliminary Budget &
Budget Message with the City Clerk and the City
Council.
Prior to
Oct. 14, 2013
Council holds Public Hearing on Preliminary Budget
November 30,
2013
No legal
Oct. 21, 2013
Council holds a work session on 2014 Final Budget
requirement
No later than
Nov. 1 through
City Clerk publishes notice of filing of 2014 Preliminary
Nov 1, though
Nov. 15, 2013
Budget with the City Clerk and publishes notice of public
Nov. 15, 2013
hearing on final budget once a week for two consecutive
weeks
Nov. 19, 2013
Nov. 11, 2013
Copies of proposed final budget are made available to
the public at the Regular City Council meeting
Dec. 2, 2013
Nov. 11, 2013
Council holds final public hearing and sets the 2014
Property Tax Levy to certify property tax levy to King
County Assessor's Office
Dec. 31, 2013
Nov. 11, 2013
Council adopts Final 2014 Budget at the Regular
Monthly City Council meeting.
After Adoption
As soon as final
Copies of 2014 Budget are available to the public and
document is
filed with the Washington State Auditor's Office, MRSC,
printed.
AWC, and Bellevue Library.
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