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HomeMy WebLinkAbout1995 06-19 CCM Special Session MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA SPECIAL SESSION JUNE 19, 1995 CITY HALL COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council met in special session and was called to order by Mayor Myrna Kragness at 6:05 p.m. ROLL CALL Mayor Myrna Kragness, Councilmembers Barb Kalligher, Kristen Mann, Debra Hilstrom, and Kathleen Carmody. Also present were Director of Community Development Brad Hoffman and Council Secretary Carla Wirth. DISCUSS INTERIM CITY MANAGER POSITION Mayor Kragness requested the Council address the interview process for the Interim City Manager which will take place at 5:30 p.m. on June 20, 1995. She advised both Sy Knapp and Cam Andre have expressed interest; however, John Brandl has declined due to a full schedule through September of 1995. Councilmember Hilstrom reviewed information she obtained when she and Councilmember Carmody attended a League Conference. She advised they highly recommend using the 100 point scale when hiring, especially when dealing with Veterans Preference. They also recommend using the same set of questions for each applicant and cautioned against asking questions which raise human rights issues (residency in Brooklyn Center, age, race, etc.). Councilmember Carmody asked if residence in Brooklyn Center can be a requirement. Councilmember Hilstrom explained the past City Manager's job description said he would become a resident of Brooklyn Center within one year. The Director of Community Development advised this requirement is not part of the City's Charter and since that time there have been court decisions which now preclude the City from requiring residency. Mayor Kragness requested the Councilmembers address the Interim Manager interview process. She informed she spoke with Sy Knapp today and he indicated he would like to move forward and would be available for questions. She further informed Mr. Knapp recommends the Council consider hiring a professional search company who is aware of the best candidates and knows 6/19/95 - 1 - the right questions to ask. He believed this process would "weed out" candidates and present the Council with the "cream of the crop" for final interviews. Mayor Kragness added that Mr. Knapp cautions against actin; hastily and that the Council be sure they are all committed to the decision being made. Mayor Kragness noted the Acting City Manager also supports hiring a professional search company. Counciimember Hilstrom asserted the decision on whether to use a professional search company should be handled as a totally separate issue. She suggested the Council conclude action to hire an Interim City Manager before deciding whether to hire a search company. Mayor Kragness stated she believes this issue does need to be addressed at this time because the Council will be looking at suggestions from the Interim Manager candidates on how to move forward in the process. She pointed out she has not asked Mr. Andre about his opinion on this issue. The Councilmembers then reviewed the seven interview questions as drafted by the Acting City Manager. Mayor Kragness asked if the Councilmembers should like to elaborate on any of the questions or add more detail. Question 1: Briefly describe to us your background education and experience as it relates to municipal government. The Director of Community Development commented on the background of each candidate, noting their involvement with City government. Councilmember Hilstrom advised the League recommended the Council place a limit on the amount of background given to avoid a situation where so much background is given that the employer can determine the candidate's age, etc. She suggested a time frame, such as the past five or ten years. The Director of Community Development explained that due to the two candidate's known background, perhaps it would be better to place a time limit such as five minutes. Consensus was reached to limit the candidate's reply to Question 1, description of their background, to five minutes. Question 2: Describe to us how you would assist the Council in managing operations if selected as an Interim City Manager for Brooklvn Center. No change. Question 3: What would you envision your schedule or availability to be if you were appointed Interim City Manager. No change. Question 4: What process do you use in solving problems 6/19/95 - ? - Councilmember Kalligher indicated perhaps Question 4, the process they use in solving problems, is too broad. Councilmember Hilstrom concurred and suggested they be asked what method they use in problem solving. Councilmember Carmody suggested that perhaps the type of problem should be better identified, i.e., Council issues versus personnel issues. Mayor Kragness asked if they should indicate how they would prioritize problems. Councilmember Kalligher stated her preference for an Interim Manager that is not biased one way or the other and would come in with a new attitude. She concurred with the importance of not rushing the hiring process. Mayor Kragness stated the Interim Manager should stabilize activity until the permanent Manager is hired, and the Interim Manager will not make major decisions which would be better left to the permanent Manager. Councilmember Kalligher noted the Interim Manager will have to deal with issues involving the budget and several litigation cases. Mayor Kragness noted that the Acting City Manager will probably continue working with the City Attorneys on the litigation issues. The Director of Community Development concurred the litigation issues will probably continue to be handled by the Acting City Manager. He suggested that perhaps the Council should consider the method of communication between the Manager and themselves, at what point he would make the Council aware of issues, and how he relates to the Council. Councilmember Carmody suggested Question 4 be eliminated and allow the candidate to spend more time on Question #5. Council consensus was reached to delete Question 4. Question 5: Briefly discuss how you would work with Council and /or staff in resolving problems. Councilmember Carmody asserted that in answering Question 5, the applicant will indicate the process they use (Question 4) in problem solving. _ Mayor Kragness suggested the candidate be asked what type of support they would expect from the Council. Councilmember Carmody suggested this be included as part of Question 5. 6/19/95 - 3 - Council consensus was reached to revise Question 5 to indicate: Briefly discuss how you would wort: with Council and /or staff in resolving problems. What are your expectations from Council. Question 6: What do you see your role is in facilitating the Council and assisting them in selection and recruitment of a new City nager No change. (Note: Question 6 was reworded later in the meeting.) Question 7: If the Council asked you to work with them in recruitment of the City Manager not using a consultant or search firm how would you assist them in this process No change. (Note: Question 7 was reworded later in the meeting.) Mayor Kragness questioned the length of interview for each candidate. Council consensus was reached to allow 45 minutes for each candidate. Mayor Kragness asked each Councilmember to prepare a brief statement about what they are looking for in an Interim Manager. She believed the key word is "trust ". She emphasized the staff will have to know this Interim Manager is someone they can look up to and work with on a day -to -day basis. The Director of Community Development stated his opinion that staff will have no problem with either of the two candidates under consideration. Councilmember Hilstrom reviewed additional information she received at the League Conference and suggested a question be added regarding the candidates strong and weak points. Question 8: What do you consider to be vour outstanding strong points and /or weak points for this position. and how will this effect your performance Council consensus was reached to add this question. Councilmember Hilstrom advised the League made it clear that notes taken by Councilmembers during the interview process have the potential of becoming public information. Councilmember Hilstrom asked if the City has policies in place for dealing with a personnel or discipline issue. The Director of Community Development explained these issues are covered in the Personnel Policy which contains procedures and steps to follow. Councilmember Hilstrom requested a copy of this Plan for review, and possible review by the applicant to make sure they feel comfortable with enforcing those rules. flavor Kragness concurred and suggested this be addressed in a question to the candidates. 6/19/95 -4- COuncilmember Hilstrom commented on the need for someone who is comfortable with abiding by already established policies. Councilmember Mann stated she would like the Interim Manager to feel comfortable with making suggestions if he finds something that should be changed. Councilmember Hilstrom suggested that a potential change should come before the Council based on its merit. The Director of Community Development pointed out the Interim Manager will probably not be making those types of changes, but may offer them as suggestions for consideration to the permanent Manager. He reported on a past action in Hopkins where an Interim Manager hired a new Financial Director, much to the dismay of the permanent Manager. He explained that typically the Personnel Policy contains standard procedure for providing a certain number and type of warnings prior to disciplinary action. He indicated the Council could ask the candidates what their philosophies are regarding discipline and see if it is compatible with what the Council desires. Councilmember Carmody stated she does not want the Interim Manager to change a lot of established policies. Mayor Kragness stated since the Interim Manager will be dealing with a lot of staff activity and different departments, it is important that he be knowledgeable of those issues. Councilmember Hilstrom noted the candidate will probably come from a city with a hierarchy and will be highly qualified in knowing the inner workings of city government and chain of command. Councilmember Kalligher left the meeting at 6:35 p.m. Question 9• Would you feel comfortable with following policies previously established by the Council. Council consensus was reached to add this question. Councilmember Hilstrom noted that the meeting tonight is a public meeting, but the Council has been asked to place their questions in a sealed envelope. Councilmember Kalligher returned to the meeting at 6:37 p.m. The Director of Community Development explained staff will retype the questions and provide them for Council's use during the interview process tomorrow night. Councilmember Hilstrom suggested the candidate be asked "what exceptional skills do you believe you will bring to the position ". 6/19/95 - 5 - Council consensus was reached to ask this question. Councilmember Hilstrom noted this position has the potential to work under pressure situations due to litigation, etc., and suggested they be asked how well they work under pressure. Mayor Kragness believed this topic (pressure situations) will be addressed under Question 8, what are your strong and /or weak points. Ouestion 10: Is there anything else you would like to share with us that may effect our decision Council consensus was reached to add this question. Councilmember Hilstrom pointed out allowing five minutes per question will fill the 45 minute interview time slate. Councilmember Carmody asked if Questions 6 and 7 are somewhat redundant or if they should be combined and restated. Council consensus was reached to change Questions 6 and 7 as follows: Ouestion 6: What do you see vour role is in facilitating the Council and assisting them in selection and recruitment of a new Citv Manager if thev determine to not use a consultant or search firm. Question 7: What do you see your role is in facilitating the Council and assisting them in selection and recruitment of a new Citv Manager if they determine to use a consultant or search firm. Councilmember Hilstrom asked if the Council will receive each candidate's resume. Mayor Kragness stated they will, and perhaps Sy Knapp will want to make some changes to his resume. Councilmember Hilstrom questioned the process for negotiating a contract with the candidates and consideration of the terms being requested. Councilmember Carmody stated she would like to see the contract requests being made by each candidate. The Director of Community Development explained the Council will probably select one of the candidates and then try to negotiate a contract. Mayor Kragness asked who should be interviewed first, Sy Knapp or Cam Andre. 6/19/95 -6- It was decided to flip a coin with Cam Andre being "heads" based on alphabetical order. Based on the coin toss, it was determined that Sy Knapp would be interviewed first, unless there are extenuating circumstances. OTHER BUSINESS Councilmember Kalligher questioned the level of July activity at the Earle Brown Heritage Center. The Director of Community Development advised July is one of the slower months for the Heritage Center, but he believed some activities would still be scheduled in the next few weeks. Mayor Kragness suggested Councilmember Kalligher call Judith Bergeland who has indicated a willingness to answer questions and gi a tour of the facility. Mayor Kragness advised she also works with special event bookings and concurred mid -July has historically been a slow month. The Director of Community Development advised, in terms of revenue, that March of 1995 was the best month they have ever had. He commented on the capital improvement expenditures which were made "up front ". ADJOURNMENT The Brooklyn Center City Council was adjourned by Mayor Kragness at 6:47 p.m. Deputy City Clerk Mayor Recorded and transcribed by: Carla Wirth TimeSaver Off Site Secretarial 6/19/95 - 7 -