Council meets with Callahan as city admin search begins

     Pat Callahan with Callahan Municipal Consultants, LLC in Anamosa led the Oct. 29 special Monticello City Council meeting.

     The council voted and approved Callahan as the firm to assist the city in its search for a new city administrator following Doug Herman’s last day on Dec. 4. The cost for such services is a not-to-exceed $12,700. This includes $70 an hour for municipal consultation, $30 an hour for administrative assistance, and 57 cents for mileage.

     Callahan said beginning Nov. 4, he’d like to meet one-on-one with each council member and department head to gain some background prior to the search process.

     “No two cities and candidates are exactly the same,” prefaced Callahan, who’s conducted city administrator/manager searches for numerous cities in Iowa. “The key is to find the right fit for your community. They have to feel good about coming to this community.”

     Through the process, Callahan said the candidates will learn more about Monticello. He will also develop a position profile that helps to sell Monticello to the candidates and their families.

     While his timeline can be tweaked, Callahan offered the following to the council:

     • Nov. 4 – all-day one-on-one meetings.

     • Dec. 21 – regular city council meeting. Review resumes and cover letters.

     • Jan. 5 – Zoom interviews with semi-finalist candidates.

     • Jan. 16 – interview final candidates.

     • February – start of new city administrator employment.

     “You don’t want to be dilly dallying around because other cities might be pursuing these candidates,” warned Callahan of taking an immense amount of time making a decision.

     Prior to making a decision, those semi-finalists will all be invited to a two-day affair in Monticello, touring the city and meeting city council members and city staff.

     “I am here to facilitate the process,” offered Callahan, “so that you have the information you need to make a decision.”

     He said that while experience and education are important when looking at candidates, “personality is key.”

     The City of Monticello has an ordinance (Chapter 21) that outlines the job of city administrator. Callahan asked the council to look over the ordinance to make sure it was up to date before it goes out perspective candidates.

     “Is this exactly what you want for this position?” he asked.

     Council member Tom Yeoman asked whether the city was using the correct job title for the position: “administrator” versus “manager?” Callahan felt that for Monticello, “administrator” is the correct terminology.

     Due to the fact that the city has such a detailed ordinance outlining the job duties and specifications, in the case, a job description may not be needed.

     “I think our ordinance covers it,” said Council member Dave Goedken.

     Callahan said the candidates will also want to see the council’s latest goal-setting notes. Herman said the council held a goal setting work session in July.

     When it comes to the live Zoom interviews, Yeoman asked that those also be recorded to refer back to if needed.

     Callahan’s firm also performs a Google search on each candidate, as well as a background check.

     In some cities, Callahan said the council likes to involve a few leaders of the community, citizens, in the search and interview process. He said there are no right or wrong ways to conduct the process, but urged the council to consider how they want to move forward.

     “The citizens elect the city council to make the decisions,” said Callahan. “Seventy percent of council’s I’ve met with have no citizen involvement. What role do you want them to play in this process?”

     Yeoman said if they choose to involve members of the community, at the minimum he would like to see the school superintendent, chamber director, and economic development director all consulted.

     “That gives you three different perspectives,” he said.

     The council’s Dec. 21 agenda will include a decision on the city administrator employment agreement. Callahan said if there are any changes to the agreement, that would be the time to implement those changes.

     Goedken asked whether the council wanted to stipulate that the new hire had to live in Monticello. Herman said that was part of his contract when he was hired.

     “And I lived here for 20 years,” he said.

     In terms of salary and a benefits package, as of the end of calendar year 2019, Herman was making $103,000, with a $5,000 stipend due to his law degree.

     The council felt comfortable advertising the city administrator position at a range of $80,000 to $105,000.

     “A salary range sends a message,” said Callahan, “whether you want a highly qualified candidate of a new, younger candidate. You should get a good cross section of candidates who are early and late in their careers.”

     “Would we be willing to pay the high end if they were highly qualified?” questioned Mayor Brian Wolken.

     In terms of years of experience, the council was comfortable noting three to five years.

     “Doug’s done a great job and he started with no experience,” commented Goedken of Herman coming in from the legal sector.

     “We have a lot of projects going on here,” said Council member Brenda Hanken. “We want someone with some experience.”

     Throughout the entire process, Callahan recommended the council maintain confidentiality of the applicants and candidates. During the interview process, the candidates can and likely will request a closed session to keep their identity protected, especially if they’re applying for a job that they don’t want their current employer to know about.

     “A vast majority of the cities keep this confidential right to the end,” said Callahan. “A third to a quarter of the candidates will withdraw if you release their name.”

     Finally, some members of the council have expressed interest in having Herman involved in the search process, even when his employment ends on Dec. 4. Callahan said the council will have to make a decision on that front as well.

     Overall, Callahan said whomever the council chooses, that new hire has to represent the city, work well with the council and department heads, and work well with the residents of Monticello. He urged the council not to come to a split vote when it comes to making a final decision.

     “It’s unfair to the candidate,” he said. “It sends the message that you don’t want to work with that person, that they’re not your first choice.”