(A) Committee structure. The Committee shall consist of the County Board Chairperson and six County Board members, in proportion to the two major political parties or as approved by the consensus of the full County Board and up to four elected county control officers and/or department heads. The elected control officers/department heads shall be non-voting members of the Committee.
(B) Candidate recruitment. Following recommendations for the method of process for soliciting, advertising, searching, and screening for the County Administrator position from the County Board Executive Committee and subsequent approval by the County Board, the Committee shall proceed with the search process for the County Administrator position. The Committee shall not be restricted in the method of soliciting applicants for the position for County Administrator, including, but not limited to, professional employment recruiters or non-government organizations. The Committee shall solicit applications for the position of County Administrator, shall consider any applications received, and shall recommend to the County Executive Committee no more than three applications for consideration. All candidates shall meet the minimum requirements as set forth in § 30.07. A deadline for submitting applications is to be set.
(C) Budget. The Committee shall be authorized for expenditures not to exceed one-third of the County Administrator budgeted annual salary in the County Administrator search process, including, but not limited to: contracting with professional private or non-government executive recruitment agencies or organizations; advertisement of the position vacancy; travel, lodging, and meal expenses of candidates; a verification of final candidates’ references, employment, and education background; a discreet criminal and credit history background check, Committee member per diems, and mileage.
(D) Selection process. Once the deadline for submitting applications has passed and all applications have been received, the selection process shall begin. Principal steps for the Committee include: reviewing applications; interviewing candidates and references; employment, education, criminal background, and credit history checks for determining finalists; and conducting such post-interview activities as second interviews and recommendations of finalists.
(E) Reviewing applications. All resumes shall be acknowledged as soon as they are received and the acknowledgment shall incorporate a broad timetable that provides the Committee with adequate review time before finalists are selected. Upon completion of the resume review process, the Committee shall have narrowed the field of candidates to a smaller group for an initial in-person interview.
(F) Assessment process. After first in-person interviews and taking in consideration all the relevant information, work-related employment, reference and employment history background checks, and including recommendations from all members of the Committee, the field of candidates shall be narrowed to up to five finalists.
(G) Candidate finalist process.
(1) The Committee shall confirm with each candidate that he or she has been selected as a finalist. The continuing interest of the candidate is to be confirmed. Each finalist will be advised the following: the nature of the second and/or final interview process, including date and time; how many other candidates are finalists; whether any are in-house candidates; and when a final decision is expected. All information will be confirmed to the finalist in a follow-up letter. The Committee shall mail a more complete package of information to the finalist in advance of the second/final interview. The information shall include the following current documents:
(a) Budget and latest county financial statement (Auditor’s report);
(b) Treasurer’s report;
(c) Revenue and expenditures report;
(d) Organization chart;
(e) County Zoning Code;
(f) Copies of County Board minutes for the previous three months;
(g) Any/recent bond prospectus;
(h) Personnel rules and regulations; and
(i) Chamber of Commerce information on area.
(2) The Committee shall instruct the finalists that they should handle and coordinate all reservations and transportation within the time frame scheduled for final interviews. The finalists will be offered reimbursement of transportation, lodging, meals, and related expenses incurred in conjunction with the interview.
(H) Second/final interview process. The second/final interview process shall be well organized and the setting comfortable. This process shall not only provide the Committee with an opportunity to improve its knowledge of the finalist, but also influence the candidate’s interest in the position. The finalist shall be questioned about a variety of matters, including, but not limited to: overall work experience; specific accomplishments; career objectives; alternative approaches to practical problems facing the county; working relationship with the County Board, elected control officers, and department heads; and clarifying all roles and responsibilities.
(I) Evaluation. The Committee shall rank the candidates based on an employment evaluation point system and make a recommendation to the Executive Committee of up to three top finalists for the County Administrator position. The Executive Committee shall make a recommendation of the top three finalists to the County Board. Voting by the Executive Committee shall be by roll call.
(J) Finalist background check. Before consideration by the County Executive Committee, a more extensive background check shall be conducted by the appropriate county authority or the contracted executive search firm and with the advance knowledge and written authorization of the finalists. This final background check shall include a verification of employment and education, a discreet criminal background and credit history check, and if possible, a site visit by Committee members to the finalist’s place of current employment. If a site visit is not possible, reference checks should be conducted of all references provided by the finalist and interviews with individuals in the finalist’s current community.
(K) Selection process. The County Board will meet, following recommendations of the Executive Committee, and shall choose a County Administrator.
(1) The County Board shall consider the top-ranked candidate first. Voting by the County Board shall be by roll call and votes from a two-thirds majority of the members present and voting is necessary for selection of a County Administrator finalist candidate.
(2) If the first top-ranked candidate fails to receive a two-thirds majority of the votes of the members present and voting, the County Board shall consider the next top-ranked candidate and continue until a candidate receives a two-thirds majority of the members present and voting.
(3) If no candidate receives the two-thirds majority of the members present and voting, the County Board shall consider the candidate(s) receiving the most votes first omitting the candidate with the least number of votes. Further ballots will be taken with the candidate receiving the least number of votes omitted from the following ballot until a candidate receives a two-thirds majority of the votes of members present and voting.
(4) Upon completion of the balloting, the County Board shall review the County Administrator contract and make recommendations to the County Board Chairperson. The County Board shall then authorize the Chairperson of the County Board and the Screening Committee to enter into contract negotiations with the County Administrator candidate finalist.
(L) Contract negotiations. Upon recommendations and authorization by the County Board, the County Board Chairperson, State’s Attorney or designate, and the voting members of the Search and Screening Committee shall enter into contract negotiations with the County Administrator finalist candidate. After successful completion of contract negotiations and after recommendations from the Committee and State’s Attorney, the County Board shall consider and authorize the County Administrator contract.
(M) Confidentiality. With advice and consent from the State’s Attorney, the Committee shall determine, at the outset, the extent to which the recruitment, interview, selection, and contract negotiation process will be confidential. The Committee shall maintain appropriate confidentiality throughout the process. The Committee shall take steps to be considerate of the candidate’s current job security and long-term career opportunities. Applicants should be informed that the county will want to contact their present employers to conduct employment history checks and access the job they have done in their current position. An employment history background and reference check, criminal background and credit history check with written authorization from the candidate will also be conducted by the county. These background checks will be discreet and will not be conducted until it is clear that the candidate(s) are going to be considered a finalist for the position. The disclosure of the finalists names will be with consent of the finalists and will be coordinated between the finalists and the Committee.
(N) Status reports. The Chairperson of the Committee shall report to the full County Board at the regular monthly full County Board meeting the status of the County Administrator search and screening process. The status report shall include total number of applicants received, number of applicants selected, number of finalists, and a current timeline for interviews and the selection process. The Committee shall refrain from disclosing the names of the candidates until the appropriate time as described in division (I) above.
(Prior Code, 1 TCC 3-4) (Ord. passed 11-18-1998; Res. 34, passed 11-29-2006; Ord. E-14-76, passed 6-25-2014; Ord. E-16-73, passed 8-31-2016)