Travis County Commissioners Court
October 16, 2007
Item 14
Let's deal with christian's item and go to joe. 14. Review and take appropriate action on proposed multi-year transition and succession planning related to the executive manager, planning and budget, including: a. Fy '08 schedule for current executive manager; b, recruiting strategy and timeline for selecting new executive manager; and c, recommendation of assignment as special assistant to the Commissioners court. We note parenthetically that we may take this matter into executive session under the personnel matters exception, depending on how the conversation goes. Mr. Smith?
>> I will keep this brief. In the interest of time. I have been here 15 years, I woke up and discovered next February I will be 60 years old, it seems like a couple of weeks ago that I -- that I graduated from business school and started work at ucla and at 27 became an assistant vice cans short, then found myself at Travis County, 15 years later discover myself in front of you. I love my job. I love working with the officials. I think this that I make a difference. I really do not like the summers. My wife is retiring in January. All of these things have led me to suggest that perhaps it would be time for me to give you notice of -- of stepping down. With my last day being September 30th of 2008. I would like your -- your permission to be away for a few months in the summer and a few months in the spring and be compensated accordingly. I would think that this notice provides you with an opportunity to -- to start recruiting for a new executive manager perhaps beginning as soon as possible, perhaps in November with a goal to have top candidates by mid March and a new executive manager in place by may that allows for you to have a -- a dual track where both a new executive manager and I can provide a smooth transition for the planning and budget process. That really gets kicked off formally in may. At one point for -- well, multiple points in the last two years I and leroy nellis, the budget manager, have discussed the likelihood that he would make a smooth transition and -- into my position and his particular circumstances and his experiences have led him to conclude that he would like very much to be here and serve in his present role as opposed in the role that I play for a variety of personal, professional reasons.
>> so our many years of grooming leroy for stepping into your place are all for naught.
>> he did my job for two weeks when I was gone, I came back and he said man that ain't for me. About as you know, he does a -- but as you know he does a bang up job and the two of us have provided a broad wing span where he does a variety of things quite well and we have a concentric circle where we overlap, he and I have been able to serve the officials in Travis County and provide you with the staff support that you need and deserve. And I know that sometimes when someone would does what I do leaves, others might say thank god! Now we can -- or well, let's go and see what we can do about fixing this or fixing that. I have been hartened to chat -- heartened to chart with you that in essence it appears that your goal is to take what has been built and then build upon it rather than fixing something. I have taken the opportunity after talking with each of you individually, to talk personally with a wide variety of officials in the county. I have given them the two page transition plan that you have before you. I have -- the -- I'm still in the process of setting up a variety of other meetings, but I was also touched that -- that after September 30th of '08, that -- that I'm interested, if you all are interested, in -- in providing some level of support to the court in -- in a part-time capacity rather than -- not be here during the summers. In some special role perhaps as special assistant to the Commissioners court. To provide some leadership in ways, in areas that are either being -- being accomplished incompletely or not being accomplished atmosphere all that are of interest to you. I took an opportunity to identify a couple of dozen of those. Really my question for you will be are you interested in -- in having the -- me be around in some part-time capacity in '09. If so then I will not look for other areas where I can take the energy I have and put it to work because I would -- I do believe that I understand as a result of -- of the mistakes that I have made and the -- and the contributions that I have made how this place works and perhaps why it doesn't as well as we would like.
>>
>> [indiscernible] the number of years that you have been with us here at the conclusion we've had our ups, downs, in between all of the other kind of stuff. My whole emphasis I guess even in our conversations as always has been basically how we continue to go with Travis County, how do we continue to go in a direction where we don't go backwards. In other words, if you were to leave, well you are going to leave, when all of this takes effect that Travis County does not miss a stride. It's like a horse that you are riepgd. Riding, you don't break stride as much as possible. I'm concerned about that not breaking stride as far as the direction, as far as Travis County needs to go when it comes to its overall budget department within Travis County. How we do that is something that we are looking at today. I think the decision that I'm going to make, I think that I have told you that is to get to the heart of the matter is not to break stride and go backwards. You are not the only one going to be leaving, a lot of folks here county-wide. There's a succession that we have to look at all across the county. We might start getting prepared for it. You among a number of folks looking for the retirement setting in upcoming years. So my concern, though, is still -- still what I would like to see us do as far as my vote is concerned is to make sure that -- that the county does not break stride in its attempt to move forward as far as this -- this budget department. Is concerned.
>> the only other thing that I didn't mention is that I do believe that it will be in your best interests and indeed it's going to be vital to get an executive search firm.
>> pardon me.
>> it's going to be vital to get an executive search firm to meet the kind of schedule that you have before you and to find engage in a national search to engage in a recruiting process to find people who are not necessarily out there unemployed or who know that they are going to be unemployed to fill a job, but look for people who are top flight first class in a town that has -- has an enormous amount of attraction to people nationally. Not necessarily just budget folk. I mean there are -- there are people -- I came here not as a budget person. You trained me. I had some other skills that were able to be applied. I find it comfortable and invigorating to be around people that know more than I do. You need somebody like that. You need some extra ordinarily open and transparent. That's how we do things. It doesn't necessarily mean that someone comes from a budget officer in a particular public or private place. In any event. I think -- I will be asking you to confront a strategy of using an executive search firm to -- to help find a new executive manager. I would like very much to help. And I want --
>> okay.
>> christian has done a good job of laying out a schedule in a of his memo. The a behind the cover sheet. My motion is to approve that.
>> second.
>> and add to that that you still work for the Commissioners court during the time we see -- any time we see fit to change that, we will.
>> of course.
>> that's the understanding. Seconded by Commissioner eckhardt.
>> let me ask this question. In your schedule, though, let me ask this, how long would it take for us to go out -- let's say we want to do this today. You have already said I'm getting ready to retire. Let's say we wanted to go out and start a search today. Since you already said that you are going to retire. In my opinion, we need to get somebody started quickly. As far as a search is concerned. How long do you think that would take to set that type of apparatus up, that mechanism to get this thing, the ball rolling to make sure that -- that we don't fall too far behind. I don't want to fall behind on stuff.
>> two things. One, let me just make a correction of your use of the phrase retirement. I am not retiring. From tcdrs's standpoint I will not be pulling the tcdrs trigger, I would prefer to call it refocusing. With my refocusing, if you agree with the strategy of getting an executive search firm, I would think that in November you should be able to find one and have one on board to begin a search. Down side is the holidays. Things get slow. I do believe a lot of prep work will be needed. I have already started on putting together a flier for you to review that would talk about the position and what you are looking for in the qualities of the person. I believe it's feasible to get three top flight candidates by the middle of March. And that's -- that's going to be hard to do. I think it's feasible to do if you have a national certainly and put the resources behind it. Assuming now you could come to a conclusion by mid March or the end of March of a candidate that you wish that provides a month or two notice for them to be able to come on board. But may 1 would be the ideal time to have someone be here and then shadow the process. So that -- that by October 1 you have a -- you have a very smooth transition.
>> the motion covers -- a, basically mostly concerned with what christian does in fy '08. It's indicated here that ed serve as executive manager -- he would serve as executive Marching to September 30th, 2008. If we get a new executive manager of planning and budget in place to take us through the next budget process with christian's help. That would be good. So --
>> [multiple voices] turn to the search next. Christian wants us basically to approve his '08 schedule.
>> that '08 questioned is from March 20th to
>> [indiscernible] 20th I would be out of the pocket unavailable. I will burn off vacation time and take leave without pay for the remaining time off the clock. The other part of my schedule is to be away but in the country but in los angeles July and August, be available telecommuting by e-mail, by voice mail. I'm prepared to come back if needed on -- it's a non-stop flight. But that my likelihood is that it will be less than 25% time and that I have a -- I have a modified schedule from a compensation standpoint and only be paid for the hours worked.
>> right. Those are the fourth and eight bullets under 8.
>> right.
>> still my question is I'm concerned about the search going --
>> we're going to turn to that. Right now, though, we are just dealing with christian. That's the motion and the second, any discussion of that? Yes, sir. Then we are going to turn to the search.
>> well --
>> all right. Commissioner Daugherty?
>> judge, I'm not comfortable at all with the -- with the schedule. I mean, if we don't impose a tougher schedule on ourselves than this, I think that we have got to have this person here by March. Not may. I mean, especially with christian being gone for March 20th to may 20th.
>> I don't have any problem with that.
>> we are discussed that next. Can we discuss that next?
>> yes.
>> that's the motion --
>> if we vote on this motion that you have made.
>> this is just christian.
>> this is just my personal schedule and my -- my availability and the -- the idea I think is to get your concurrence with my being away.
>> well, I guess then that -- before I vote on that, I would want to do this other thing first --
>> he's saying he's going to be away.
>> also I believe this put a fire under us. If he's going to be away and off the clock from March to may, it puts a fire under us to get done what needs to get done
>> [multiple voices]
>> this -- this motion -- I would vote for that motion if that's the thing that it takes to put a fire under us. Because I think that the thing needs to happen by March.
>> [multiple voices] maybe that's the way to do it.
>> that's the point that I was driving at.
>> may.
>> March.
>> all in favor? Commissioners Gomez, Daugherty, he could hard, yours truly voting in favor. Okay. B recruiting strategy 2. Recruiting strategy and timeline for selecting new executive manager; and
>> I think we ought to look at whether or not we need an executive search firm. I think we ought to look at christian's job description, that job posting and readvise that to the extent that we believe necessary and bring that back to the Commissioners court. Somebody I think needs to -- to kind of survey, maybe work with purchasing also. Available at executive search firms, see what they can do, what they will charge. I think we ought to fill the position as soon as possible and y'all's recommendation -- Commissioner Davis and Daugherty is March.
>> March.
>> instead of may. Which is fine with me. Any objection to that? This court has -- this court has been very deliberate in hiring top managers especially during the last 10 years. And christian's recommendation of the executive search firm is mindful of that. Also -- also if you look outside central Texas, probably you need somebody who does that. And who can probably do it a lot more effectively than we can when we try to do the other county business at the same time. So -- so if -- unless there's objection --
>> March, March, yeah, judge --
>> unless there's objection.
>> March is the date.
>> March for hiring or March for having our top --
>> [multiple voices]
>> hiring.
>> we need to hire someone.
>> judge, here is what I would like to see us do. Christian to me is going to be very, very important in helping to identify this person. I do think that you need a search firm.
>> yeah.
>> whoever that might be. And I'm certainly willing to, you know, participate in trying to help with that. But along with christian and if christian knows hey here's our date, yeah, we have got holidays, but guess what I am going to be gone March 20th like I said, I know what my Marching orders are, I think christian is good enough if the court says here's the deal, get it done, I mean, I think that needs to play into whoever we're going to have as the firm that's going to help us, they need to know that we are on this time line. I realize that they are going to probably tell us, that's fine if you have got the dough to do it, we have got to know how to get it done, I mean, but we need to know what we're biting off I think that's probably what's going to be told to us. But with christian being, you know, highly involved with this process I think we can probably get there.
>> I am committed to be highly involved.
>> okay.
>> that's so unlike you.
>> [laughter]
>> oh, that's such a back handed compliment.
>> you mean front handed.
>> I second that.
>> substitute March for may.
>> I second that.
>> Commissioner Davis seconds the motion. That is basically our target for getting a -- a new executive manager of planning and budget -- budget and planning on board. Any discussion of that motion? All in favor? That passes by unanimous vote.
>> ms. Wilson.
>> I was going to say number 2 mentions a mid March timing for your top flight candidates. Did you kind of want to suggest a timing there?
>> that motion really was to get somebody on board.
>> I know, I understand that, but I mean --
>> we are changing this to have that person hired.
>> yeah.
>> only this should be followed by if possible.
>> did you want to identify two members of the court? Or to mull it over and --
>>
>> [indiscernible]
>> yesterday.
>> I've got a draft flier form. As soon as you -- as soon as you -- I looked at my job description, I think that the qualifications are a little limiting. So I want to share that, too, with you. Because -- because I would, for example, neither I nor leroy would be qualified to do this given the very, very limited wording that's there. Which requires public budgeting experience and only that. I think that he wants somebody broader.
>> I would be happy to serve
>> [indiscernible]
>> I would be. Unless, judge, you feel like you need to -- to be there.
>> I think you all can do it, just keep us in the loop. We are, you know, on the advisory committee the court -- we are the court representatives for that as well. Which is also going to take some time. I don't know sarah if you are -- if you are factoring that in there that you are -- since your schedule is still --
>> although I think with it being job description, whether or not we need a search firm and the scheduling, you know, up to the March hiring, I think that's imminently doable within the next frankly week. Perhaps the outset two weeks.
>> the search -- the review of executive search firms we have already chatted with -- with the purchasing agent and she is aware and prepared and there's a half a dozen major big international and national firms and then there's a variety of boutique firms, that's really the decision whether you do a specialist boutique outfit or one of these places with literally hundreds of employees. Pluses and minuses in both cases.
>> it seems in terms of the mandate of this subcommittee it's a pretty short lived subcommittee.
>> if you do it right it's going to be quite a bit of work. Starting off purchasing and human resources needs to be involved. I don't know -- I'm not sure that I know how to select an executive search firm, but I do know a little bit more work is required than just phoning them. I don't know how you do this right without interviewing them, especially if they charge what I think they will.
>> I have chatted with people recruited by executive search firms, they have observations about how these search firms work. Some of them are quite positive, some of them are -- it was a troubled -- it's a little bit like hiring, a professional service kind of relationship. And --
>> [one moment please for change in captioners]
>> that's why I think your participation is important because you already know where we have been and where we want to be. I think you can help either the subcommittee or the search firm, whichever one we, whatever route we take. Kind of land on those things so we are not starting from scratc.
>> we might look at all of itlve this is one person being refocused, as far as executive management is concerned. We have other executive managers here alsoment I mentioned earlier succession because we have persons that are probably shortly going to be considering refocusing or retiring or whatever they want to call it at that time. We have joe gieselman and others. Hose folks probably in position just as you are, christian, and I know maybe have to be refocused, whatever we end up doing so we don't miss a stride. This is something that is kind of in my opinion kind of a precedent setting situation. We have never done this beforement so since it is, that means we shouldn't bar the opportunity for that same type of participation level if the executive managers of other departments would like to go this route. Because we are establishing a precedent. To make sure the transition that takes place here, Travis County does not miss a stride, as I stated earlier to you and others. I want to make sure that doesn't happen, especially coming under this succession umbrella as we move forward within Travis County, the same opportunities ought to be afforded to them also. My two cents.
>> do we have time to wait one more week for us to decide? Or do you feel that that's necessary? For the committee, I mean.
>> for what?
>> if we need to take a week. It will take two weeks to get the job description right anywa.
>> okay.
>> it needs to be brought back to the court.
>> I can submit to you that material tomorrow for your consideration and voting next Tuesday, if you'd like.
>> but the court needs to land on it.
>> I know.
>> is the problem. I'm not worried so muci"about us getting a draft to review. I'm worried about the court's abirreview it in court.
>> I understand.
>> do it alone and review in court, as we must, you know. Typically we give ourselves two meetings to get that done.
>> I understand.
>> then the question, we can probably ask for input from purchasing and human resources, sort of get them to working and putting together possible executive search firmsco. I think that if in one month we have a firm on board and ready to work, we are moving fast. And a budget and a scope of service and a real good an understanding of what we get for whatever we pay, and some guarantee of a second choice if the if first one doesn't work out. I understand that the fairly routine. The other thing is that we have to decide how many we want to interview. I don't see us hiring a firm to give us one person that we just hire. Generally we'd want to see three four, five of the top candidates we would interview ourselves, right? Putting that together and then sticking to it. Now, I was in a meeting about the civil courts building a few days ago and work is about to pick up on that if we buy into the strategy that I heard.
>> that's the reason why I ask.
>> are you suggesting two weeks?
>> I'm suggest fng we can't get a subcommittee of the court today we have that on next week and a draft job description next week. And if we are looking at March 1 or March 15, we may as welcome up with a draft schedule that will get us there. Specific things that we have to do.
>> that need to happen.
>> right.
>> making sure we get that deadline date.
>> I see this subcommittee meeting with human resources and purchasing and trying to land on specific steps we take to secure an executive search firm. You know, whatever those recommendations are have to be brought back to the court sometime also, as well as a budget, as well as a list of requirements from us for the contract with the executive search firm. I'm inclined to think the county judge ought to be on the sub but I'm also mindful, I will have plenty of work to do if I'm not. Do we want to take a week and decide with two members of the court sm.
>> I think the prior county judge was very instrumental in my coming here. So I would also think that the current county judge should be instrumental in the new planning and budget person coming. So I just want to reinforce tha.
>> that is also the budget subcommittee that always works with joe. Makes a lot of sense.
>> see if we can hire this next executive manager by secret ballot.
>> I was going to suggest considering your very short time frame, you might want to have the people who have stepped forward be the subcommittee that reviews the job description during the next week and then make the decision about who the subcommittee for the replaneder is going to be so that you don't lose the week. That keeps you moving very fast, keeps you very mindful of the fact that you are on a schedule that is a lot tighter than you have ever accomplished in the past. That might be a way to both give yourself a week to decide on the permanent subcommittee and keep moving this week without waitin.
>> judge, unless you, if you really need the week to determine whether or not to determine whether or not you will be on it, let's take a week. If that is not the case, let's not push it another week. Sara will be one of them. Unless you can say, hey, I'm going to, I really do want to look at my schedule and determine whether or not I can do this, because I agree, I think that you need to be, the judge needs to be on this subcommittee. And that's not to say that a couple of people don't have races this next year which could tie a couple of us up. I mean, that is not to say that this can't still do that and do all the work that's needed to be done at the county because that is our job, so factor that in there.
>> let's do that then. If something happens one of us cannot attend or not work at some point, Commissioner Daugherty will just step in. It will eckhardt, christian smith, and getting you we have rio and mr. N e llis available if we need them.
>> absolutely. And leroy nellis is also committed to play bird dog and nip at your heels after March 20 in the event such a likelihood happens.
>> so move on that motion.
>> okay. Our other executive managers cheered when they got the news you were leaving, christian. It was probably the onsit of autumn more than your departure.
>> I just missed the party they threw.
>> you need a second for that motion?
>> I think we do.
>> you need a motion to approve.
>> if we can get those, we try to get a job description by next week, go ahead and engage human resources and purchasing to line up two or three of the best available executive search firms and start giving some thought to what our requirements would be as well as we find out what theirs are, all that is in that motion. Is that okay?
>> right. And also you and Commissioner eckhardt serving on that subcommittee and Commissioner Daugherty when needed, if you want that out there.
>> I guess if we do March, may as well do March 1.
>> yeah.
>> all right. Did you get all of that? Discussion? All in favor. That passes by unanimous vote. Thank you. The third part there, I think we can think about this over the next too months, is that christian is willing to serve after he officially steps down at the end of the fiscal year in assistants to the Commissioners court capacity and really listed a long list of projects that they can work on for us. So we can, between now and that point, give those projects some thought and try to prioritize them. Some of them hopefully will be way down the road six, nine months from now. So I mean, think we ought to be thinking of that and probably give it mere active consideration when we have collected the next executive manager of planning and budget. This will indicate our willing misto engage you as special assistance to the Commissioners court at some point in the future. Ms. Wilson?
>> can I take you into executive session on that?
>> at the appropriate time. Then we won't take action on that. That is what c is about f we just remind ourselves before the end of the meeting today, we will land on c one way or the other after we get expert legal advice from legal. How is that? Anything else today on this item? Number 14. It will be on next week for specific issues to be acted on, considered and acted on.
>> thank you.
>> and c, executive session under consultation with attorney and personnel matters just in case we need it. Okay. I was about to call up tnr. Susan?
>> no, I just wanted to do something first, give you a handout. I told you I would give you the handout.
>> okay. I need to find out, I think I got a note indicating that the consultant is not available this morning but is available this afternoon. We can take up a and b without him, which we will do next. But I think we need the consultant on the last part of that item because we had questions for him. Maybe after this item we will call up a and b of that item. Okay?
>> I think would I have questions on b as well.
>> okay. Let's get as much done as we can without him and just plan to take this up and discuss it further this afternoon. If we could, does it make sense to go ahead and do that this afternoon? The whole the item this afternoon. That may be better. Especially if we can get the lawyers in executive session in ten to 15 minute, which is how long I think this item will take. Susan, why don't we try to do that. Take all of that item together. This afternoon. Should we just take that and look at it off lunch, what you have there? Why don't we do that. If we can just take a look at this over lunch, that's probably better, anyway, isn't it, for us to know what the in there and get informed as much as we can. All right.
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Last Modified:
Wednesday, October 17, 2007, 18:30 AM