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HomeMy WebLinkAboutItem 2H: Approval of Police Auditor Selection Process ECC UGENE ITY OUNCIL AIS GENDA TEM UMMARY Approval of Police Auditor Recruitment and Selection Process Meeting Date: May 8, 2006 Agenda Item Number: 2H Department: Human Resource and Risk Services Staff Contact: Helen Towle www.eugene-or.gov Contact Telephone Number: 682-5110 ISSUE STATEMENT This is an action item for the City Council to review and approve the recruitment and selection process for the Police Auditor, proposed by the City Council ad hoc committee. BACKGROUND On November 8, 2005, the voters of Eugene approved an amendment to the City Charter which created the authority for the City Council to hire a Police Auditor and create a civilian review board. At the work session on January 18, 2006, the City Council voted to create an ad hoc committee to make recommendations on the position description, compensation, and recruitment and selection process for the Police Auditor. The members of the ad hoc committee are Mayor Piercy, City Council President Solomon, City Council Vice-President Ortiz, and Police Commission Chair Tim Laue. On March 13, 2006, the position description and compensation package for the Police Auditor position were adopted by the council and funds were allocated for the recruitment. The position was posted on March 27, 2006, and closed on April 28, 2006. A draft outline of a recommended recruitment and selection process was shared with the council as part of the March 13, 2006, work session. Councilor feedback on the selection process was provided to the ad hoc committee and is reflected in the attached proposal. RELATED CITY POLICIES This consent item does not directly address any City policies. It is an opportunity for the council to review the selection process recommended by the ad hoc committee and approve it so the hiring process for the Police Auditor may continue. COUNCIL OPTIONS The City Council is asked to approve the City Council ad hoc committee-recommended Police Auditor selection process so that the screening of the applications and the planning and preparation for the other components of the selection process may begin. Please see Attachment A for the updated, detailed outline of the recruitment and selection process. If approved, the ad hoc committee’s next step would be to screen the applications to identify those applicants who meet minimum qualifications. Additionally, other steps in the selection process would continue, including contacting outside experts L:\CMO\2006 Council Agendas\M060508\S0605082H.doc for input on screening criteria and interview questions and scheduling an expert to work with the council as the selection process continues, identifying community members and internal representatives for the interview process, as well as potential dates for the interview process. The City Council can modify the recommended process and approve it at this time. As an alternative, the council may give further feedback to the City Council ad hoc committee and ask it to reconsider the process and bring it back to the council for approval at a later date. CITY MANAGER’S RECOMMENDATION The City Manager recommends that the council approve the recruitment and selection process proposed by the City Council ad hoc committee, as reflected in Attachment A. SUGGESTED MOTION Move to approve the recruitment and selection process for the Police Auditor as outlined in Attachment A. ATTACHMENTS A. Police Auditor Recruitment and Selection Process Proposal FOR MORE INFORMATION Staff Contact: Helen Towle Telephone: 682-5110 Staff E-Mail: helen.k.towle@ci.eugene.or.us L:\CMO\2006 Council Agendas\M060508\S0605082H.doc ATTACHMENT A RECRUITMENT AND SELECTION PROCESS PROPOSAL: POLICE AUDITOR Updated May 1, 2006 The City Council Ad Hoc Committee on Police Auditor Recruitment and Selection recommends the following process components. 1.Posting a.The position will be posted from March 27, 2006 to April 28, 2006. b.Staff will implement the advertising and announcement plan previously distributed. c.Staff will contact current auditors to ask for additional recommendations and to solicit names of potential applicants to contact. d.The advertising plan will be shared with the City Council and any Councilor is welcome to recommend additional steps. e.Applicants will be asked to submit a cover letter explaining how they have obtained the necessary qualifications for the position and a resumé. 2.Community Feedback a.Community members will be asked to provide feedback to City Council on the candidate characteristics and background that should be evaluated in the selection process through a public hearing at a Council meeting. b.Public input will also be solicited on the web and through emails to interested groups and parties. 3.Develop and Finalize Selection Process a.The City Council ad hoc committee will draft selection process components for City Council review, and will finalize a recommendation for the selection process and forward it to the City Council for approval. 4.Review and Screen Applications. (Note – Applications will be considered confidential at this stage of the process.) a.The ad hoc committee will screen applications to identify those that meet the minimum qualifications in the job description. Any City Councilor who chooses to may individually review all applications screened out for not meeting minimums. b.The ad hoc committee will discuss and propose a methodology(ies) for the City Council to screen or rank the qualified candidates and select those that will go on to the next phase of the process. Several outside experts will be contacted for their recommendations on screening criteria and methodology. c.The City Council will finalize the methodology and screen the applications of all applicants that meet minimum qualifications. d.The City Council, in executive session, will discuss the scoring or ranking of applicants and make a decision for the finalists to proceed to the next phase of the process. e.An outside expert will be brought into the executive session to work with the City Council on selecting finalists. 5. Telephone Interviews (Note – This step may be waived if the Council decides it is not needed based on the number of top candidates.) a.All Councilors will be invited to submit one interview question for the process. The questions will then be reviewed and finalized by the ad hoc committee. (An outside expert may assist by helping develop interview questions or by participating in the process). b.The ad hoc committee will conduct telephone interviews with top applicants to select finalists for the on-site interview process. Other interested City Councilors can attend the interview process and evaluate candidates. c.The ad hoc committee will outline the strengths and weaknesses of each candidate based on the evaluations submitted and select the finalists for on-site interviews. 6.Initial reference checking (optional) a.Human Resources and/or the ad hoc committee members will complete reference calls on top applicants and compile feedback for review by the committee and City Council. 7.Preparation for Interview/Selection Process a.Each Councilor and the Mayor will submit one or two questions for the interview process. Questions will also be requested from outside experts. Additionally, other participants may be requested to submit questions. b.The ad hoc committee will review and finalize questions for the interviews. c.The ad hoc committee will develop a list of community members to participate in the selection process. This proposed list will be forwarded to the City Council for possible revisions/additions. Based on this feedback, the ad hoc committee will select persons to invite to participate in the community group (approximately 20 people). 8.Components for the Selection Process a.The City Council will conduct interviews of all finalists. Feedback from other interview panels (community and internal) will be provided to the City Council for its consideration prior to the Council completing the interview process. b.An internal interview panel (i.e. representatives from EPD – supervisors/managers and union representatives, City Manager’s Office/Human Rights staff, Human Resources staff, District Attorney’s Office representative) will interview the finalists and provide feedback to Council for their consideration. An outside expert(s) will also be part of the panel and could be invited by Council to provide them feedback during their deliberations after their interview. c.The selected community members will meet with each finalist. The candidate will be asked to give a brief presentation (oral resume) and then there will be a moderated question/answer session. Participants will be asked to complete a feedback form, which will be forwarded to City Council for their review prior to making a decision on the finalist. As an alternative to this community forum/evaluation process, there could be an interview panel of made up of community members. (Note – 10 to 12 people is the maximum staff would recommend for an interview panel.) 9.Options for Background Investigation & Reference Checking a.An outside background investigator will be hired, mostly likely from a recruiting or investigation firm, to complete the investigation. b.The background investigator will be provided with feedback from the three interview panels as additional information. The outside expert from the interview process would be asked to provided input and guidance to the background investigator. c.The ad hoc committee will discuss and make a recommendation to the City Council regarding the participation of other City Councilors in the background process. d.A complete report of the results of the background investigation would be provided to the City Council for review and subsequent hiring decision.