Video index
Mayor Waddle called the meeting to order at 6:35 p.m.
Roll Call: 7 members present, 1 members absent, 0 members excused.
Process for filling the position of City Secretary due to retirement of incumbent in August, 2008.
Andre Houser, Managing Director of Human Resources (HR) presented a notebook to Councilmembers, which contained research materials. This outlined HR’s scope of work, job descriptions from various cities, salary data, review of the interview and selection process, and a time line for the entire process.
Councilmember Respess inquired if an internal search was limited to current City employees. Mr. Houser explained that was the case.
Mr. Houser explained he had provided the current Job Description for the City Secretary for the City of DeSoto as well as five others from cities across the state.
Councilmember Respess asked Mr. Houser to review the mission statement of the City Secretary’s Office, which Mr. Respess had printed from the City of DeSoto web site.
Councilmember Helm commented that when the job description was originally put together, there was an individual councilmember who wanted to list everything. He stated he felt there was a need to eliminate some of the list and condense it. Councilmember Respess agreed.
Mr. Houser stated that it was better to list some examples and not be so specific.
Councilmember Respess stated that the City Secretary is the "officer of first impression for the City Council" in that most often, the public will meet the City Secretary first - the position is the interface between the public and the Council. Mr. Houser stated that was addressed in item #8 - "General Administrative" duties.
Mr. Houser stated he would downsize the description.
Ms. Humble asked that Councilmembers look at the listed essential functions and give Mr. Houser some direction.
Mr. Houser stated that it was important to mention that the duties listed in the Home Rule Charter are essential functions of the office.
Councilmember Respess stated that the City Secretary oversees the City’s records management program and all it entails; serves as the election official of the City; certifies legal documents for the City; serves as chief communications officer for the Council; posting of notice and minutes; chief coordinating officer for the boards and commissions; first responder to the public’s inquiries to the Council.
Councilmember Sherman requested that the first responder language be changed as it implies that the City Secretary would be responding on behalf of the Council.
Mr. Houser suggested that it be changed to "point of contact".
Councilmember Respess mentioned the public’s experience and quality of contact. Mr. Houser explained that is not really a description, but an assessment of performance.
Councilmember Valentine stated that expectations should be listed. Councilmember Respess concurred that level of performance expectation should be listed. Mr. Houser stated it would be listed in the job summary.
Mr. Houser stated that #6 Professional Development is not an essential function. He also stated that certificates and licenses are included in another place.
Councilmember Helm stated the overall process would be smoother if the entire list were condensed.
Mr. Houser verified that education/experience requirements are what is still wanted and clarified that one year of work experience is considered equivalent to one year of secondary education.
Councilmember Respess commented that they are looking for someone with a substantial understanding of records management, understanding of laws as they apply to elections, meeting notices, etc. - not just a passing casual acquaintance with areas, but truly an expert.
Mr. Houser stated the job description is usually a tool to screen and determine their expertise through the interview process.
Councilmember Respess observed that the level of competency and years of experience don’t necessarily go hand in hand. Mr. Houser stated that you have to set some threshold to gage.
Councilmember Respess inquired if in the world of City Secretaries, are there mandatory requirements in terms of certifications. Mr. Houser stated certifications are not required. Ms. Humble commented that the only position on staff that is non civil service that has a requirement is City Engineer - no others have requirement.
Ms. Shipman explained the Texas Municipal Clerks Certification Program involves four courses of training, which includes homework from college level textbooks, then testing and attending seminars.
Mayor Waddle suggested condensing the job description and then possibly relegating some tasks to other staff departments.
Councilmember Sherman asked who hires and supervises the Assistant City Secretary. Mr. Houser stated that was the City Secretary and it is listed in another section.
Councilmember Williams suggested that the City Ordinance that regulates the records management program be included in the information.
Councilmember Respess provided Mr. Houser with an example description from Abilene that he felt was very concise.
It was the consensus of Council for Mr. Houser to condense the job description and submit it to Council for further consideration.
Councilmember Valentined confirmed that when condensed, it will not have a long list. Mr. Houser stated that essential functions would be listed with examples of each, but no long list.
SALARY DATA
Councilmember Williams inquired about the internal search option and if there was an internal position with a career path to take over the City Secretary position.
Mr. Houser stated that an internal search means that the job would be posted for current City employees only. There is no position with a direct career path for this position.
Mr. Baugh explained that the pool of potential applicants would be Administrative Assistants or the Assistant to the City Secretary.
Councilmember Williams expressed his thought that an internal search limits the Council by not being able to look at outside candidates which may validate an internal selection.
Councilmember Williams left the meeting at 7:22 p.m.
Mr. Houser used the same salary survey process as other City positions.
Councilmember Respess asked what the median salary was. Mr. Houser explained that they do not calculate median.
Councilmember Helm asked how wide a range is normally given in a posting. Mr. Houser explained that there is given the minimum and +/- according to experience and qualifications. He stated that if you post a range, you give the expectation of receiving the highest.
Mr. Houser explained the current City pay process.
Councilmember Helm suggested the position be listed as "commensurate with experience".
Mr. Baugh explained that an internal posting would need a minimum salary posting, because staff would need it for comparison - qualifications taken into consideration.
Mr. Houser stated it would be nice to have a minimum posting salary and then be able to negotiate upon experience.
Councilmember Respess stated that after looking at the salary range for this position and entire benefits package, it raised his expectations and order of magnitude. It is a very high level job - based on salary alone. He added that they should hold all candidates to a very high standard.
Councilmember Sherman equated the position with a corporate secretary.
Councilmember Helm asked how this job compared with department heads - if responsibilities are similar, pay maybe should be similar.
Mr. Baugh stated he didn’t feel the two could be compared due to the reporting structure - this position reports to the Council.
Councilmember Respess likened it to people who report directly to the board of directors and chairman - look at it similar to corporate secretary.
INTERVIEW AND SELECTION PROCESS
Mr. Houser stated that if this were going to be an outside search, using a consultant, they would do initial interviews and give Council a list of candidates for interviews with Council. He stated that since this will be an internal search, that won’t be necessary.
It was the consensus of Council that interviews be conducted by the entire Council in a panel format. Councilmember Respess suggested that there be an option for a second round of interviews to narrow down the list.
Mr. Houser requested a contact person on the Council to address issues that may arise. It was the consensus of Council that Mayor Waddle serve in that capacity.
Mr. Houser stated that the next step will be to come up with a list of interview questions. He requested that list be compiled within a closed session so as not to give an unfair advantage to any candidates.
Councilmember Respess suggested that Councilmembers submit to Mr. Houser up to five questions and then he develops a list of questions to be asked of all candidates. Councilmembers will submit questions to Mr. Houser by the 15th.
Mr. Houser presented a list of questions that were and were not appropriate to ask during the interview process. He also suggested that the same questions be asked by the same Councilmember each time.
Mr. Houser presented a blank interview evaluation form.
TIMELINE
Mr. Houser with the consensus of Council set the following dates: On Board date - 30 days 7/31/08; selection date 7/15/08; interviews & reference checks 6/23/08; job posting date 6/9/08; meeting to review job descriptions end of Regular City Council meeting on 5/6/08.
SUMMARY
Mr. Houser reviewed the process and a meeting date was set for 5/6/08 to discuss job description, list of questions, and to set the salary.
Mayor Waddle adjourned the meeting at 7:56 p.m.
Apr 08, 2008 City Council Meeting 2008-04-08
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Mayor Waddle called the meeting to order at 6:35 p.m.
Roll Call: 7 members present, 1 members absent, 0 members excused.
Process for filling the position of City Secretary due to retirement of incumbent in August, 2008.
Andre Houser, Managing Director of Human Resources (HR) presented a notebook to Councilmembers, which contained research materials. This outlined HR’s scope of work, job descriptions from various cities, salary data, review of the interview and selection process, and a time line for the entire process.
Councilmember Respess inquired if an internal search was limited to current City employees. Mr. Houser explained that was the case.
Mr. Houser explained he had provided the current Job Description for the City Secretary for the City of DeSoto as well as five others from cities across the state.
Councilmember Respess asked Mr. Houser to review the mission statement of the City Secretary’s Office, which Mr. Respess had printed from the City of DeSoto web site.
Councilmember Helm commented that when the job description was originally put together, there was an individual councilmember who wanted to list everything. He stated he felt there was a need to eliminate some of the list and condense it. Councilmember Respess agreed.
Mr. Houser stated that it was better to list some examples and not be so specific.
Councilmember Respess stated that the City Secretary is the "officer of first impression for the City Council" in that most often, the public will meet the City Secretary first - the position is the interface between the public and the Council. Mr. Houser stated that was addressed in item #8 - "General Administrative" duties.
Mr. Houser stated he would downsize the description.
Ms. Humble asked that Councilmembers look at the listed essential functions and give Mr. Houser some direction.
Mr. Houser stated that it was important to mention that the duties listed in the Home Rule Charter are essential functions of the office.
Councilmember Respess stated that the City Secretary oversees the City’s records management program and all it entails; serves as the election official of the City; certifies legal documents for the City; serves as chief communications officer for the Council; posting of notice and minutes; chief coordinating officer for the boards and commissions; first responder to the public’s inquiries to the Council.
Councilmember Sherman requested that the first responder language be changed as it implies that the City Secretary would be responding on behalf of the Council.
Mr. Houser suggested that it be changed to "point of contact".
Councilmember Respess mentioned the public’s experience and quality of contact. Mr. Houser explained that is not really a description, but an assessment of performance.
Councilmember Valentine stated that expectations should be listed. Councilmember Respess concurred that level of performance expectation should be listed. Mr. Houser stated it would be listed in the job summary.
Mr. Houser stated that #6 Professional Development is not an essential function. He also stated that certificates and licenses are included in another place.
Councilmember Helm stated the overall process would be smoother if the entire list were condensed.
Mr. Houser verified that education/experience requirements are what is still wanted and clarified that one year of work experience is considered equivalent to one year of secondary education.
Councilmember Respess commented that they are looking for someone with a substantial understanding of records management, understanding of laws as they apply to elections, meeting notices, etc. - not just a passing casual acquaintance with areas, but truly an expert.
Mr. Houser stated the job description is usually a tool to screen and determine their expertise through the interview process.
Councilmember Respess observed that the level of competency and years of experience don’t necessarily go hand in hand. Mr. Houser stated that you have to set some threshold to gage.
Councilmember Respess inquired if in the world of City Secretaries, are there mandatory requirements in terms of certifications. Mr. Houser stated certifications are not required. Ms. Humble commented that the only position on staff that is non civil service that has a requirement is City Engineer - no others have requirement.
Ms. Shipman explained the Texas Municipal Clerks Certification Program involves four courses of training, which includes homework from college level textbooks, then testing and attending seminars.
Mayor Waddle suggested condensing the job description and then possibly relegating some tasks to other staff departments.
Councilmember Sherman asked who hires and supervises the Assistant City Secretary. Mr. Houser stated that was the City Secretary and it is listed in another section.
Councilmember Williams suggested that the City Ordinance that regulates the records management program be included in the information.
Councilmember Respess provided Mr. Houser with an example description from Abilene that he felt was very concise.
It was the consensus of Council for Mr. Houser to condense the job description and submit it to Council for further consideration.
Councilmember Valentined confirmed that when condensed, it will not have a long list. Mr. Houser stated that essential functions would be listed with examples of each, but no long list.
SALARY DATA
Councilmember Williams inquired about the internal search option and if there was an internal position with a career path to take over the City Secretary position.
Mr. Houser stated that an internal search means that the job would be posted for current City employees only. There is no position with a direct career path for this position.
Mr. Baugh explained that the pool of potential applicants would be Administrative Assistants or the Assistant to the City Secretary.
Councilmember Williams expressed his thought that an internal search limits the Council by not being able to look at outside candidates which may validate an internal selection.
Councilmember Williams left the meeting at 7:22 p.m.
Mr. Houser used the same salary survey process as other City positions.
Councilmember Respess asked what the median salary was. Mr. Houser explained that they do not calculate median.
Councilmember Helm asked how wide a range is normally given in a posting. Mr. Houser explained that there is given the minimum and +/- according to experience and qualifications. He stated that if you post a range, you give the expectation of receiving the highest.
Mr. Houser explained the current City pay process.
Councilmember Helm suggested the position be listed as "commensurate with experience".
Mr. Baugh explained that an internal posting would need a minimum salary posting, because staff would need it for comparison - qualifications taken into consideration.
Mr. Houser stated it would be nice to have a minimum posting salary and then be able to negotiate upon experience.
Councilmember Respess stated that after looking at the salary range for this position and entire benefits package, it raised his expectations and order of magnitude. It is a very high level job - based on salary alone. He added that they should hold all candidates to a very high standard.
Councilmember Sherman equated the position with a corporate secretary.
Councilmember Helm asked how this job compared with department heads - if responsibilities are similar, pay maybe should be similar.
Mr. Baugh stated he didn’t feel the two could be compared due to the reporting structure - this position reports to the Council.
Councilmember Respess likened it to people who report directly to the board of directors and chairman - look at it similar to corporate secretary.
INTERVIEW AND SELECTION PROCESS
Mr. Houser stated that if this were going to be an outside search, using a consultant, they would do initial interviews and give Council a list of candidates for interviews with Council. He stated that since this will be an internal search, that won’t be necessary.
It was the consensus of Council that interviews be conducted by the entire Council in a panel format. Councilmember Respess suggested that there be an option for a second round of interviews to narrow down the list.
Mr. Houser requested a contact person on the Council to address issues that may arise. It was the consensus of Council that Mayor Waddle serve in that capacity.
Mr. Houser stated that the next step will be to come up with a list of interview questions. He requested that list be compiled within a closed session so as not to give an unfair advantage to any candidates.
Councilmember Respess suggested that Councilmembers submit to Mr. Houser up to five questions and then he develops a list of questions to be asked of all candidates. Councilmembers will submit questions to Mr. Houser by the 15th.
Mr. Houser presented a list of questions that were and were not appropriate to ask during the interview process. He also suggested that the same questions be asked by the same Councilmember each time.
Mr. Houser presented a blank interview evaluation form.
TIMELINE
Mr. Houser with the consensus of Council set the following dates: On Board date - 30 days 7/31/08; selection date 7/15/08; interviews & reference checks 6/23/08; job posting date 6/9/08; meeting to review job descriptions end of Regular City Council meeting on 5/6/08.
SUMMARY
Mr. Houser reviewed the process and a meeting date was set for 5/6/08 to discuss job description, list of questions, and to set the salary.
Mayor Waddle adjourned the meeting at 7:56 p.m.
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