Town of Bassendean: Minutes

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TOWN OF BASSENDEAN

MINUTES

SPECIAL COUNCIL MEETING

HELD IN THE COUNCIL CHAMBER, 48 OLD PERTH ROAD, BASSENDEAN

ON TUESDAY 19 AUGUST 2008 AT 5.00PM

1.0 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS

Her Worship the Mayor opened the meeting and welcomed all those in attendance.

2.0 ATTENDANCES, APOLOGIES & APPLICATIONS FOR LEAVE OF ABSENCE

Attendance

Councillors

Her Worship the Mayor, Cr Tina Klein

Cr John Gangell, Deputy Mayor

Cr Anne Brinkworth

Cr Michelle Stubbs

Cr Mary Elgar

Cr Sam Piantadosi

Cr Gerry Pule

Officers

Mr Gary Evershed Chief Executive Officer

Mrs Samantha Preston HR/Payroll Officer (until 5.24pm)

Ms Renae Galambos HR/Payroll Officer (until 5.24pm)

Mrs Cathy Muraszko Minute Secretary

Apologies

Cr Chris Merfield

Cr Lynda Butler

Mr Mike Costarella Director Corporate Services

Mr Simon Stewert-Dawkins Director Operational Services

Mr Graeme Haggart Director Community Development

3.0 PUBLIC QUESTION TIME

Nil

4.0 REPORTS

4.1 Recruitment of a New Chief Executive Officer (Ref: Gary Evershed, CEO, Samantha Preston & Renae Galambos HR Officers)

Report Summary

Council needs to determine a process for the selection of the new Chief Executive Officer prior to advertising the position.
Key decisions were made by Council at a Special Meeting on 5 August 2008.
Further decisions are required to finalise the process to be used.

Since the last Special Council Meeting on 5 August 2008, a number of additional applications from Consultants have been received, the details of which have been distributed to all Councillors.

OFFICER RECOMMENDATION – ITEM 4.1

That Council:

1. Appoints as the recruitment consultants to assist Council in the selection and appointment of a new CEO;

2. Endorses the draft Employment Contract to be used as a negotiating document with the preferred applicant prior to a final version being presented to Council for adoption at the same time the CEO is appointed by Council resolution;

3. Approves the following process as a guide for the selection and appointment of a CEO prior to the position being advertised:

INDICATIVE DATE	RECRUITMENT TASK
Tuesday 5 August 2008	Special Meeting of Council to approve the process for the selection and appointment of a Chief Executive Officer.
Tuesday 19 August 2008	Second Special Meeting of Council to appoint a recruitment consultant and to approve the process for the selection and appointment of a Chief Executive Officer.
Saturday 30 August 2008	First advertisement placed in the Professional Appointments section of The West Australian Newspaper, Local Govt Job Directory and on relevant web-sites. Closing date to be in four weeks COB on 26/9/08.
Saturday 6 September 2008	Second advertisement placed in the Professional Appointments section of The West Australian Newspaper. Closing date to be in three weeks COB on 26/9/08.
Friday 5pm 26 September 2008	Closing date for all applications COB on 26/9/08.
29 September to 7 October 2008	Applications are shortlisted and Recruitment Consultant conducts preliminary interviews as required.
Tuesday 7 October 2008	Consultant provides Councillors with a list of all applicants with recommended shortlist and summary of a maximum of 6 applicants to Special Council Meeting for Council consideration and discussion to finalise shortlist and to approve shortlist of applicants for interview.
8 October to 10 October 2008	Recruitment Consultant confirms shortlisted candidates availability for interview and conducts reference checks with six short-listed applicants prior to interview to confirm suitability and any relative strengths and weaknesses.
Saturday 11 October 2008	Shortlisted candidates attend an interview with Councillors at the Town of Bassendean. 9am to 5pm.
Tuesday 14 October 2008	Special Meeting of Council to conduct second interview(s) if required and to review relative merits of interviewed candidates against selection criteria and endorse preferred applicant.
Wednesday 15 October to Friday 23 October 2008	Negotiations commence with preferred candidate to finalise contract. Preferred candidate obtains police clearance and pre placement medical examination prior to appointment.
Thursday & Friday 23 & 24 October 2008	Contract negotiations finalised and confidential report recommending appointment prepared for distribution to Councillors on 24 October 2008.

Tuesday

28 October 2008

OCM Council appoints new CEO

Wednesday

29 October 2008

Staff advised of Council’s decision on intranet and media release finalised by 5pm on Wednesday

February 2009

New Chief Executive Officer normally required to give three months notice. Successful applicant to commence in late January or early of February 2009.

4. Finalises the arrangements for the Acting CEO position; and

Notes the indicative costs involved in the recruitment process and approves over budget expenditure of up to $30,000 to initiate the recruitment of a new CEO.

Her Worship the Mayor agreed to split the Officer recommendation and vote on each item separately as follows:

COUNCIL RESOLUTION – OFFICER RECOMMENDATION – ITEM 4.1(a)

SCM2 – 1/08/08 MOVED Cr Pule, Seconded Cr Elgar, that Council appoints Mrs Anne Lake as the recruitment consultant to assist Council in the selection and appointment of a new CEO.

CARRIED UNANIMOUSLY 7/0

COUNCIL RESOLUTION – OFFICER RECOMMENDATION – ITEM 4.1(b)

SCM2 – 2/08/08 MOVED Cr Stubbs, Seconded Cr Pule, that Council endorses the draft Employment Contract to be used as a negotiating document with the preferred applicant prior to a final version being presented to Council for adoption at the same time the CEO is appointed by Council resolution.

CARRIED UNANIMOUSLY 7/0

It was noted that Mrs Lake would be away during September/October and accordingly an amendment was made to the Officer Recommendation to remove both the indicative date column, and any reference to specific dates. A further amendment was made to appoint the new CEO at either a Special Council Meeting or an OCM as highlighted in bold below.

COUNCIL RESOLUTION – OFFICER RECOMMENDATION – ITEM 4.1(c)

SCM2 – 3/08/08 MOVED Cr Stubbs, Seconded Cr Gangell that Council approves the following process as a guide for the selection and appointment of a CEO prior to the position being advertised:

RECRUITMENT TASK

Special Meeting of Council to approve the process for the selection and appointment of a Chief Executive Officer.

Second Special Meeting of Council to appoint a recruitment consultant and to approve the process for the selection and appointment of a Chief Executive Officer.

First advertisement placed in the Professional Appointments section of The West Australian Newspaper, Local Govt Job Directory and on relevant web-sites. Closing date to be in four weeks.

Second advertisement placed in the Professional Appointments section of The West Australian Newspaper. Closing date to be in three weeks.

Closing date for all applications.

Applications are shortlisted and Recruitment Consultant conducts preliminary interviews as required.

Consultant provides Councillors with a list of all applicants with recommended shortlist and summary of a maximum of 6 applicants to Special Council Meeting for Council consideration and discussion to finalise shortlist and to approve shortlist of applicants for interview.

Recruitment Consultant confirms shortlisted candidates availability for interview and conducts reference checks with six short-listed applicants prior to interview to confirm suitability and any relative strengths and weaknesses.

Shortlisted candidates attend an interview with Councillors at the Town of Bassendean. 9am to 5pm.

Special Meeting of Council to conduct second interview(s) if required and to review relative merits of interviewed candidates against selection criteria and endorse preferred applicant.

Negotiations commence with preferred candidate to finalise contract. Preferred candidate obtains police clearance and pre placement medical examination prior to appointment.

Contract negotiations finalised and confidential report recommending appointment prepared for distribution to Councillors on 24 October 2008.

OCM or Special Council Meeting, Council appoints new CEO

Staff advised of Council’s decision on intranet and media release finalised.

New Chief Executive Officer normally required to give three months notice. Successful applicant to commence employment with the Town.

CARRIED UNANIMOUSLY 7/0

COUNCIL RESOLUTION

SCM2 – 4/08/08 MOVED Cr Elgar, Seconded Cr Pule, that the meeting be closed to members of the public in accordance with Section 5.23(2)(e) of the Local Government Act 1995, the time being 5.24pm.

CARRIED UNANIM0USLY 7/0

Mrs Preston and Ms Renae Galambos, HR/Payroll Officers left the Chamber at 5.24pm and did not return.

OFFICER RECOMMENDATION – ITEM 4.1(d)

That Council finalises the arrangements for the Acting CEO position.

It was recommended that Mr Graeme Haggart be confirmed as Acting Chief Executive Officer until the appointment of the new CEO.

COUNCIL RESOLUTION – ITEM 4.1(d)

SCM2 – 5/08/08 MOVED Cr Gangell, Seconded Cr Pule, that Mr Graeme Haggart is confirmed as Acting Chief Executive Officer until the appointment of the new CEO.

CARRIED 4/3

Crs Gangell, Stubbs, Piantadosi and Pule voted in favour of the motion. Crs Klein, Brinkworth and Elgar voted against the motion.

COUNCIL RESOLUTION

SCM2 – 6/08/08 MOVED Cr Pule, Seconded Cr Elgar, that the meeting proceeds with open doors, the time being 5.44pm.

CARRIED UNANIMOUSLY 7/0

As no members of the public returned to the Chamber, the reading aloud of the motions passed behind closed doors was dispensed with.

COUNCIL RESOLUTION – OFFICER RECOMMENDATION – ITEM 4.1(e)

SCM2 – 7/08/08 MOVED Cr Stubbs, Seconded Cr Pule, that Council notes the indicative costs involved in the recruitment process and approves over budget expenditure of up to $30,000 to initiate the recruitment of a new CEO.

CARRIED BY AN ABSOLUTE MAJORITY 7/0

5.0 CLOSURE

There being no further business, the Mayor declared the meeting closed at 5.45pm.