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HomeMy WebLinkAbout1995 07-17 CCM Special Work Session 6 p.m. i 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 WORK SESSION JULY 17, 1995 CITY HALL COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council met in special work session and was called to order by Mayor Myrna Kragness at 6:04 p.m. ROLL CALL Mayor Myrna Kragness, Councilmembers Kristen Mann, Debra Hilstrom, and Kathleen Carmody. Also present were Interim City Manager Cam Andre, and Council Secretary Barbara Collman. Councilmember Barb Kalligher was excused from tonight's meeting. INTERVIEW WITH KAY MCALONEY OF LEAGUE OF MINNESOTA CITIES CONCERNING ASSISTANCE ON CITY MANAGER RECRUITMENT Mayor Kragness introduced Kay McAloney, a representative from the League of Minnesota Cities. Ms. McAloney noted she had presented the Council with a proposal. She asked what topics the Council would like her to address. Mayor Kragness stated she would like Ms. McAloney to describe the process she would use in recruiting a City Manager. Ms. McAloney noted the proposed process is in three phases. However, the plan is completely flexible and she only wants to help facilitate the process. She would be comfortable changing the plan to suit the Council and noted that any change could affect the charges. Ms. McAloney stated the first phase of the project would be an informal meeting of the facilitator and the City Council. At that meeting, the parties would discuss City issues, the requirements Q iti n the facilitator and n I add ition , for it Manager and the job description. n City Y b� J P Council would draft a rating scale to be used to pare down the number of initial candidates. The scale would be worth 100 points and would comply with the Veterans' Preference statute. The position of City Manager is exempt from Veterans' Preference, but the League of Minnesota Cities' attorneys recommend the guidelines be used in order to ensure the selection is handled objectively. 7/17/95 - 1 - Ms. McAloney further stated the rating scale could be used to narrow the candidate pool to 10. Then, she and the Interim City Manager could further narrow it to 5. She noted if the Council were to interview 10 candidates, some candidates could be reluctant to be involved in public interviews when they would not even be considered finalists. Mayor Kragness asked what the timeline for hiring might be if the candidate chosen were already in a City Manager position. The Interim City Manager commented one month's notice is usually given before leaving such a position. Ms. McAloney added another option would be for the City Council to interview the top 10 candidates and then call back the top 3. The Interim City Manager stated the rating scale could be used to identify the top 10 candidates and then used again to narrow the pool further. It is probably reasonable to identify the top 3. He added a police check and a credit check should be run on each of the top 10 or 12 candidates. Ms. McAloney stated a credit check would normally only be performed when filling a Finance Department position. The Interim City Manager indicated an individual's bad personal credit would be cause for concern. Councilmember Mann agreed. The Interim City Manager commented he or Ms. McAloney could also do reference checks. He noted he has contacts in three states in order to obtain references. Councilmember Mann left the meeting at 6:16 p.m. Councilmember Mann returned to the meeting t 6:17 p.m. g P Ms. McAloney stated there are two services the League of Minnesota Cities cannot provide as a facilitator in the process. League of Minnesota Cities representatives will not be involved in "head- hunting," soliciting a candidate from one city for a position in another city; and they will not recommend a candidate to the Council. The Council will be working with the candidate hired, so the Council should make the decision as to whom to hire. She added she would develop the job advertisement and the interview questions. She suggested she and the Interim City Manager could do the bulk of the work on the interview questions and bring the Council a document which would be close to final form. Ms. McAloney asked the Council whether recruiting should be done out of Minnesota. The Council expressed uncertainty. Ms. McAloney suggested an advertisement should be placed in the publication of the International City Managers Association (ICMA) for nationwide exposure. She stated the Council should consider whether it really prefers to hire someone with Minnesota experience. She also recommended an advertisement be placed in the publication for the TUG group, which has 57 members. 7/17/95 -2- Councilmember Mann asked whether there would be an extra cost for placing an advertisement in the ICMA publication. Ms. McAloney said there would be a cost but it would be reasonable and she would recommend the action be taken. She estimated a total advertising cost of $2,000 for using the ICMA, the Pioneer Press and the Star Tribune She also noted if the City has an "official" newspaper it would legally be required to advertise there but the cost would be minimal. The Interim City Manager noted most individuals who would be interested in such a position would be aware of the opening because they read trade journals. Councilmember Mann asked whether an advertisement should be placed in alternative publications such as those directed at women and minorities. Ms. McAloney asked whether the City has an Affirmative Action plan which is certified by the Minnesota Department of Human Rights. The Council was unsure if the City has such a plan. Councilmember Mann questioned advertising in any alternative publication, if not in all alternative publications. The Interim City Manager commented the ideal candidate will be someone who is already involved in municipal government. Ms. McAloney agreed with Councilmember Mann's statement regarding publications. The Interim City Manager stated an advertisement should be placed in the local papers, the National League publication, and the State League publication. That exposure would bring around 100 applicants. Councilmember Hilstrom suggested advertising in the Wall Street Journal Ms. McAloney stated there are people qualified for the position who already reside in Minnesota. Mayor Kragness noted there would also be costs for interviewing and relocating an out -state candidate. Ms. McAloney stated it is not necessary to pay interview costs as long as the terms are stated clearly. The Interim City Manager suggested that decision could be made after applications are reviewed. Councilmember Hilstrom asked whether Ms. McAloney meant the terms should be stated ahead of time. Ms. McAloney said it is safer to say from the outset that interview costs will be paid by the candidate. Councilmember Mann stated she would rather a candidate paid his or her own expenses. If a candidate is truly interested, he or she would be willing to do so. 7/17/95 -3 - Councilmember Carmody stated there would probably not be any out -of -state candidates. Ms. McAloney asked the Council to think about what it would pay for the top three candidates. Mayor Kragness asked Ms. McAloney the number of times she has worked through this process with a municipality. Ms. McAloney stated she has served as a facilitator for two cities, but has only worked for the League of Minnesota Cities since February. She discussed her credentials. Mayor Kragness stated applicants for the position should be told there will be a rating process used and they should be informed of the areas to be covered on the rating scale. Mayor Kragness asked how many applicants might be expected from a solely local search. Ms. McAloney stated she would expect under 100 applications and, of those, only 25 would be qualified for the position. Councilmember Mann asked the procedure for using a citizen advisory committee. She stated she would like to use residents in the process. Ms. McAloney recommended the Council, instead, use the existing commissions which are made up of residents. She suggested the commissions could sit in on the initial interviews and perhaps give input. She also said the Council should consider whether there would be bad feelings if commissions give input and then their recommended candidate is not selected. Mayor Kragness noted the interview process would be conducted in open meetings anyway. Ms. McAloney stated she meant that the commissioners would be a part of the process. She asked whether the commissioners would be expected to use the ranking scale on the candidates or just make comments. She noted the commissioners would be present as resources concerning their areas of expertise. Their input would be nice to have, but the Council needs to have a plan as to how to use the input. The commissioners and the City Staff should be informed what their role is prior to their involvement. Mayor Kragness noted it is important for Staff Department heads to be involved so that they are a part of the process since they will be working with the new City Manager. Councilmember Mann said Staff should be involved but should not recommend the candidate to hire. Mayor Kragness agreed. Ms. McAloney noted in her experience it is possible to involve the Staff by careful wording such as, "What do you like about..." a certain candidate rather than, "Which candidate do you think should be hired ?" Ms. McAloney addressed the issue of the League of Minnesota Cities billing for services. She said the costs in the proposal are estimates. If Council contracts for fewer services, the estimated total cost will be less. The City will only be billed for actual costs. 7/17/95 -4- Councilmember Mann expressed concern about the timetable. She indicated she would not want to hurry the process. Ms. McAloney said a candidate could be identified in approximately two months if the process were simply begun and moved along consistently. Mayor Kragness asked how many weeks it would be necessary to run newspaper advertisements. Ms. McAloney stated one week is sufficient. The Interim City Manager noted an individual looking for this type of position knows where to look for advertisements. Mayor Kragness noted the City Attorney has already received calls from prospective candidates. Ms. McAloney stated calls from candidates will begin as soon as advertising begins and the calls should be forwarded to her and to the Interim City Manager. Mayor Kragness asked Ms. McAloney whether she has a rating scale format to start with. Ms. McAloney said she has a sample rating scale which was for another position rather than City Manager. Ms. McAloney commented she can be of service when a candidate is reviewed following an interview. For example, if one Councilmember is focusing on one "problem" area, she can help them work through the concern. She can also clarify and point out information from the interview to facilitate the Council's impression of the candidate. Councilmember Mann asked whether Council is bound to hiring a City Manager versus making the position for a City Administrator. The Interim City Manager said the City Ordinances call for a City Manager. However, the two positions are really the same position with different titles. Councilmember Mann said she thought the cost might be less for a City Administrator. Ms. McAloney said the cost would not be less unless it was a smaller city. She noted it is necessary to meet the going market rate. Councilmember Mann asked whether a candidate could be hired at a lower rate and then given a raise at three months or six months. She noted the minimum salary according to the scale is $73,000. She asked whether the minimum salary must be set at the outset and not changed during the course of hiring. Ms. McAloney said the range of $70,000 to $90,000 is sufficient to cover any candidate. Councilmember Mann noted a yearly raise of three percent is called for and three percent on top of $90,000 is a large sum. Councilmember Carmody commented the Council might wish to hire a City Manager at a higher salary if they have specific experience in redevelopment. 7/17/95 -5 - Councilmember Mann added perks can be added to the salary. Ms. McAloney asked whether the City Manager will have a contract. Councilmember Mann said there will be a yearly contract. A general discussion regarding salary followed. Councilmember Hilstrom asked whether the salary range could be lowered before the position is advertised. Ms. McAloney noted $72,000 is not too high for this type of position. Mayor Kragness added it is desirable to hire a quality candidate. Councilmember Mann stated she would like to consider lowering the salary range. Mayor Kragness noted the position carries a great deal of responsibility. Ms. McAloney suggested research be done on salaries paid by neighboring cities for the City Manager position as well as other classifications. Councilmember Mann stated maybe all the classifications should be lowered. Councilmember Hilstrom asked whether salaries could be considered for reduction whenever one comes open. Ms. McAloney stated it would depend on the pay equity consideration, as well as the bargaining unit. Councilmember Mann asked whether an advertisement can be run for free in the League of Minnesota Cities publication since Brooklyn Center is a member. Ms. McAloney said Brooklyn Center would be allowed to advertise free. The publication comes out every two weeks and the deadline is Wednesday at noon. An ad can be run as often as desired with no space constraints. The Interim City Manager stated if the Council wants to cut costs it should advertise in only one of the Metropolitan newspapers rather than both. Councilmember Mann noted she does not believe an individual looking for such a position would read either paper for advertisements. Councilmember Hilstrom asked how private sector magazines play a part. Ms. McAloney questioned whether an individual coming out of that arena would be considered anyway. Usually only a small city would hire someone coming from private business. City Manager of Brooklyn Center is not a practice job. She noted issues such as this are what would be discussed at the first meeting under her proposed process. Councilmember Carmody left the meeting at 6:55 p.m. 7/17/95 -6- Councilmember Hilstrom asked whether City Managers usually have private sector experience. Ms. McAloney said they do and that is beneficial as it does give them perspective. However, operation of a city is very different from operation of a business. There is a process with city government that must be learned. Councilmember Carmody returned to the meeting at 6:56 p.m. Councilmember Hilstrom asked whether a City Manager working with a City would be different from a Chief Executive Officer working with a Board of Directors. Ms. McAloney said it is very different as the City Manager works with a City Council on a daily basis. Mayor Kragness thanked Ms. McAloney for her presentation and interview. Ms. McAloney thanked the Council and offered to answer any questions by phone. ADJOURNMENT Mayor Kragness adjourned the meeting of the Brooklyn Center City Council at 6:58 p.m. t� Deputy City Clerk Mayor Recorded and transcribed by: Barbara Collman TimeSaver Off Site Secretarial 7/17/95 -7-