Resolution to Establish a Policy Regarding Non-employee Interview Panel Participants

The City currently does not have a policy that addresses who can or should participate in the interview process for hiring City employees.   Recently, there have been some discussions regarding the make-up of the interview panel.   During the May 14, 2013, Personnel Committee, Mayor Strommen supported discussion on what positions are appropriate to have  Council or Commissions involvement.  

Naturally, the City includes Council Members in the interview process for the position of City Administrator.   In the past, Council Members have been invited to participate in Department Head interviews as well.  Since 2010, the position of Economic Development/Marketing Manager and the position of Economic Development Manager have included Council Members seated on the EDA and the Chair or Vice-chair of the EDA.   

Staff conducted an informal survey among several of the metro area human resources professionals and found that:    all responding cities include Council Members in the  interview process for the position of City Administrator/City Manager and some cities stated a practice of including Council Members for department head interviews as well.  Alternatively, a few cities stated that (for non City Administrator/City Manager positions) Council Members and Commissioners are invited to a "meet and greet" after the candidate has been identified.

Specific expertise of Council members and Chair/Vice-chairs of committees can bring valuable discussion to the process and help to choose the best candidate for the job.  It is always critical that panel members understand proper Interviewing techniques and potential pit-falls in order to avoid claims of discrimination, etc.

This case will not be presented for City Council action until the June 11, 2013 regular City Council meeting. 

Options the Personnel Committee may wish to consider:

1)  City Administrator:  Include Council Members on the interview panel for City Administrator only.
2)  City Administrator and Department Heads:  Include Council Members on the interview panel for City Administrator and Department Heads.
3) City Administrator, Department Heads, and positions serving as a liaison to a board or commission:   Include Council Member(s) and the Chair/Vice-chair of the respective board or commission.
4) Case-by-Case:  Establish the participants of the interview panel on a case-by-case basis as determined by the consensus at an earlier work session--prior to the receipt of applications.  This option is not recommended by staff.

In any case, staff recommends the following protocol:  Participation of non-employee panel members will not be mandatory, if there is a scheduling conflict a designee may serve as an alternate, the interview schedule will not be delayed based on participant availability, all participants must be *trained, and **open meeting law applies. 

*Training is available and recommended for interview panel members.

League of Minnesota On-line Training / Cost $30.00 / Certificate of Completion Provided
Course HR103—Select for Success: Effective Interviewing and Hiring

This course will help you effectively gather information to improve your evaluation of candidates while avoiding legal pitfalls.

Course objectives:

• Use a gap analysis to define position requirements.
• Develop an interview selection process that meets the veteran’s preference requirements.
• Develop legally defensible interview questions that gather information to effectively evaluate candidates.
• Create legally defensible documentation of the selection process.

**Open Meeting Law  (From the League HR Manual on Hiring)  "The names of applicants become public only if they are chosen for an interview by the appointing authority.  In most cases, the hiring authority will be the city council or city manager. Cities need to be aware that if the Council (or a quorum or committee of the Council) or a civil service commission conducts interviews, the Open Meeting Law will apply. Candidates may be less willing to apply for or be interviewed for the job opening since they may not want their current employer to know they have applied."

Staff recommends establishing a policy that identifies non-employee interview panel participants; for the sake of discussion, four options or alternatives are listed above. 

There is no funding required for this action.

Motion to approve a resolution which confirms the recommendation of the Personnel Committee to approve a  policy regarding non-employee interview panel participants.