Item 2C: Approval of Contingency Funds for City Manager Recruitment

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ECC UGENE ITY OUNCIL AIS GENDA TEM UMMARY Action: Request for Contingency Funds for Cost and Expenses Associated with Recruitment and Selection of a New City Manager Meeting Date: September 24, 2007 Agenda Item Number: 2C Department: City Manager’s Office Staff Contact: Mary Walston Department: Central Services Staff Contact: Alana Holmes www.eugene-or.gov Contact Telephone Number: 682-5406 Contact Telephone Number: 682-5765 ISSUE STATEMENT This is a request to use funds from the General Fund contingency account for the costs and expenses associated with the recruitment and selection of a new city manager. BACKGROUND On August 13, 2007, the City Council approved the recommendation from the City Manager Recruitment and Selection Committee (members are Councilors Ortiz, Pryor, Bettman and Poling and Mayor Piercy) to hire the firm Bennett Yarger Associates to be engaged to assist the City with the City Manager recruitment and selection process. Shortly thereafter the City entered into a contract with the firm to provide these services. Thus far, the recruiter has interviewed the Mayor and councilors individually, has met with the selection committee, and met with the City Council at an extended work session. During the week of September 17, the recruiter was scheduled to meet with a variety of stakeholders in addition to observing a community forum on the topic of the City Manager recruitment. The amount of $50,000 is requested to cover the costs of the personnel service contract and associated expenses. The contract for services is in the amount of $25,000. The additional funds are requested to cover the costs of travel, food and lodging for the candidates (and spouse/significant other if requested), expenses for a formal paper background check, expenses for travel for a face-to-face background check, and any social events held for the candidates. In FY03, the cost of the recruitment for the City Manager was $38,783. The projected increase in expenses is due in part to the additional travel being requested of the recruiter and the increases in air fares in the past few years. At this time, related travel expenses are based upon estimates; should the total expenses be less, the funds can be returned to the General Fund contingency account. Should the expenses be more, it may be necessary to request additional funds. The cost and expenses for the City Manager recruitment will be paid from the division budget for the City Manager’s Office. In the preparation and adoption of the FY08 budget no plans or provisions were made for the expenses associated with the recruitment of a City Manager, thus the need to request additional funds from the General Fund. F:\CMO\2007 Council Agendas\M070924\S0709242C.doc