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Personnel Committee 4. 4. Meeting Date: 05/28/2013 By: Colleen Lasher, Administrative Services Information Title: Resolution to Establish a Policy Regarding Non -employee Interview Panel Participants Background: 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. Notification: This case will not be presented for City Council action until the June 11, 2013 regular City Council meeting. Observations/Alternatives: Options the Personnel Committee may wish to consider: 1) Citv Administrator: Include Council Members on the interview panel for City Administrator only. 2) Citv 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