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HomeMy WebLinkAbout1977 09-07 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 SEPTEMBER 7, 1977 CITY HALL Call to Order The Brooklyn Center City Council met in special session and was called to order by Mayor Philip Coh e n at 7:40 p .m. • Roll Call Mayor Cohen Councilmen Britts, Kuefler, Fignar, and - Y resent were Actin Lhotka . Also p g City Manager James Merila, Director of Finance Paul Holmlund, Chief of Police Thomas O Hehir, Director of Planning and Inspection tion Blair Tremere and Administrative Assistants Mary Harty and Ronald Warren. Mayor Cohen commented on the untimely death of the daughter of Roger Scherer, former State representative, and requested a moment of silence in her memory. Management Consultant's Mayor Cohen stated that this special City Council meeting Report was called to receive a report from Loren Law, the manage.- ment consultant retained by the City for the city manager search, and to review the procedures for interviewing candidates and selecting a new city manager. Mayor Cohen then recognized Mr. Loren Law of Loren Law and Associates who stated that he had various procedures that he wished to discuss with the City Council for the selection process of a new city manager, and that he would also like to review the role each City Councilman will be playing during the interview and evaluation process to be conducted on Friday and Saturday of next week. He reported that as of yesterday 112 candidates had been screened for the position and that that number had been narrowed down to a select few, utilizing the agreed upon position descrip- tion and job specifications. He explained that the field screening has been completed, and that full consideration was given to all persons that had applied for the position. He further explained that the position description and speci- fications had the effect, in some cases, of eliminating Persons who had expressed an interest in the position when, after reviewing this material, they had asked not to be further considered. He pointed out that each candidate seeking information regarding the city manager position was sent an application and information relating to the position on the same day as their inquiry, Mr. Law reported that the selection process is on schedule in terms of the agreed upon schedule and timetable and that the interview process could begin as anticipated on Friday, September 16, 1977. Mr. Law also reported that he felt one of the first things that should be agreed upon this evening is an interview schedule for Friday and Saturday of next week. He stated that he will make some suggestions regarding a schedule for the two days which incorporates a number of the suggestions made by Councilmen at individual meetings he has conducted with Councilmen. He pointed out that he has never met with _ _ 9 -7 -77 two or more City Councilmen at one time, except at an open public meeting as is this evening's meeting. He added that he has received good input from members of the City Council. ` Mr. Law explained that-one item that probably needs further discussion is a suggestion that city manager candidates meet with school district officials sometime during the two day interviewing and selection process. He pointed out that Brooklyn Center is somewhat unusual in that there are four school districts within the City and doubted whether or not there would be time to meet each school district superintendent at their respective school district office, . He suggested the possibility of inviting school superin- tendents to a luncheon with the city manager candidates and also that there be a guided tour of the City for the candidates conducted by a City Councilman and the .Acting City Manager. He stated that it is very important for the candidates to physically see the City. Mr. Law then recommended that a tour of the City be arranged for Friday morning and that there be a luncheon at noon to give the candidates an opportunity to meet the four school district superintendents. Mr. Law also recommended that the one -on -one interviews between members of the Council and the candidates begin at 3:00 p.m. on Friday, September 16. He stated that these one -on -one interviews should be limited to one hour and that there be a half an hour to forty -five minutes between interviews to give Councilmen an opportunity to write their written evaluations of the candidates and to prepare for the next interview. He further stated that by using such a schedule two complete rounds of interviews with the candidates could be completed prior to the dinner hour. Mayor Cohen clarified the schedule suggested by - Mr. Law by stating that the proposal is to have a tour of the City with a member of the Council and the Acting City Manager from approximately 9:00 a.m. to 11:30 a. m. and then to have a luncheon beginning at 12:00 noon until approximately 1:30 p.m. with the candidates and the various school district superinten- dents. Mayor Cohen stated that he felt it would be beneficial to have the luncheon with the school district superintendents in Brooklyn Center. Councilman Britts commented that he favors the idea of a luncheon but inquired if it would be possible to expand the number of persons attending the luncheon to include such people as the president of the Chamber of Commerce and the president of the Brooklyn Center Jaycees. Mr. > Law responded that he thought it would be beneficial to have some members of the business community represented at the luncheon, but cautioned that it would not be wise to expand this luncheon too far. Mr. Law also suggested that there be an informal coffee hour in the City Hail with the city manager candidates and various department heads. He explained that both the City staff and the candidates would appreciate the opportunity to meet one another. He added that to expand the luncheon beyond 1:30 might make the schedule too tight to begin the one -on -one interviews at 3:00 p.m. 9 -7 -77 -2- Councilman Lhotka commented that the luncheon would be for the purpose of a free flowing exchange of information between the candidates and the school district superinten- dents, and that with a lot of people in attendance at the luncheon this concept might not be realized. Mr. Law stated that he would recommend that the luncheon be kept small and include the candidates, the four school district superintendents and possibly some persons from the busi- ness community. Mayor Cohen stated that the luncheon could be structured so that the school district superintendents are given an opportunity to say a few words about their district and also the candidates given the opportunity to comment on their backgrounds. Mayor Cohen also pointed out that on certain Fridays the City Council Chambers and various conference rooms are used for court purposes and requested that this matter be clarified to avoid any conflict with the proposed schedule. Mr. Law reported that it was generally understood that there would be three candidates recommended for the City Council's consideration. He stated that based upon individual inter- views and discussions he has had with various Councilmen within the last few days he is considering recommending four candidates for the Council's consideration, if the Council is agreeable. A brief discussion ensued relative to Mr. Law's recommendation. Following the discussion it was the consensus of the City Council that four candidates be interviewed by members of the Council. Mr. Law stated that with four city manager candidates to interview and five Councilmen, one Councilman would have an irregular schedule. He suggested that four of the City Councilmen conduct the one -on -one interviews starting on Friday, September 16, at 3 :00 p.m. with the first interview lasting one hour and that there be.forty -five minutes between the end of first interview -and the next interview for Council- men to write their written evaluations and prepare for the next interview. He stated that the second interview would start at approximately 4 :45 p.m. with the interview conclud- ing at approximately 5:45 p.m. and another forty -five minutes for written evaluations. He explained that with this schedule the first two rounds of interviews would be com- pleted by approximately 6 :30 p.m. and the Council could either continue with.the third round of interviewing that evening or resume the last two rounds of interviewing starting at 8:00 a.m. on Saturday, September 17 He further explained that using the same interview format.,. interviews would be concluded by approximately 11 :30 a.m. on Saturday morning. Mr. Law recommended the Saturday morning interviews would be more desirable than continuing the interviewing on Friday evening. He further reported that Mayor Cohen has volunteered to take the irregular schedule. A brief discussion ensued relative to Mr. Law's recommenda- tion with it being the consensus of the Council to accept that recommendation. Mr. Law stated that he would draw up a schedule and that it would be completed and delivered to the City Council prior to next Monday evening's City Council meeting. A discussion ensued relative to the special City Council meeting to deliberate the selection of a new city manager, which had been tentatively scheduled for 2 :00 p.m. on Saturday, September 17, 1977. Following the discussion it was the consensus of the City Council that that special meeting be held at 3 :00 p.m. on Saturday, September 17, in the City Council Chambers and that the staff be directed to provide adequate notice of that meeting. -3- 9 -7 -7? Mr. Law then reviewed his recommended selection process. He stated that the special City Council meeting may take from one and one -half to two and one -half hours, or possibly longer, to conduct. He explained that normally the candidates would not be present during the meeting but would be available once the City Council has made a decision as to their number one candidate. He further explained that he would meet with the four prospective candidates and get various feedback from their interviews with members of the City Council, and that he will know the salary range and other details of the position expected by each of the candidates. He added that once the City Council makes its decision he will be able to inform the Council as to the candidates expected salary range for City Council discussion. He stated that upon agreement of a salary and fringe benefit proposal, the number one candidate will be invited'back to the City Council meeting and that the Mayor could make the pro - posal to the candidate and the candidate, because he has had an opportunity to review various aspects of the position, can make the decision as to whether or not to accept the position. _ Mr. Law reported that all of the candidates, as well as their wives, have at one time or another been in the City of Brooklyn Center and in one case one of the candidates had sat through a recent City Council meeting. He expressed the opinion that all of the four candidates are fairly well aware of the position and, based on the job description and job specifications previously discussed by the Council, are very interested in the position. He pointed out that using this format the City Council will be objective in its decision. He added that it has been agreed upon that there will be no discussion of salary with the candidates during the interviews He stated that the discussion of money with candidates during the interview can often destroy the interview. He added that all of the candidates' expectations are within* the previously agreed upon salary range for the position. A brief discussion ensued relative to the salary range for the position and various fringe benefits associated with the position. Mr. Law inquired if the City Council was open regarding its City car policy, stating that one of the candidates had inquired if the City Council would consider a car allowance rather than 24 hour use of a City car for City business. Mayor Cohen responded that the use of a City car has for a long time been the City's policy and that the Council has gotten away from the idea of paying car allowances. He further stated that it was his opinion that he would not want to change this policy and establish another precedent. In response to an inquiry by the City Council, the Director of Finance stated that the present City car policy has been in existence since approximately 1960. The Acting City Manager stated that the city manager's car is used as, part of a police car rotation system and that it would not be beneficial to disrupt this rotation system. Councilman Lhotka inquired if the City Council would be discussing the evaluations they had made of the candidates during the one -on -one interviews at the scheduled 3:00 p.m. meeting. Mr. Law responded that this would be the general procedure and that members of the Council would have their ' worksheets and evaluation sheets, plus additional information supplied on the candidates, on which their deliberation would be based. He suggested that the meeting begin with the 9 --7 -77 -4- normal call to order and roll call, and then, if it is the City Council's desire, the meeting could be turned over to himself to conduct. Mr. Law then reviewed the general format of the meeting by stating that it is expected that the City Council would have all of its homework and evaluations on the candidates done prior to the time of the meeting. He stated that it is then recommended that the City Council again look at the posi- tion description and job specifications so that all agree it adequately defines the position and the qualities of the candidates they are looking for. He stated that following this review he would suggest that a ballot to determine the number one candidate betaken. If there is not agreement during the first ballot, a second ballot would be taken in order to focus the choice down even further. He pointed out that a number of ballots might be necessary and there may be need for further discussion on the strengths and positive points of each of the candidates still remaining. Mr. Law then stated that it is hoped that the City M . p Y Council will unanimously decide on a candidate. He explained that the entire process will be a tough but rewarding exer- cise and a very good learning process for the City Council. Councilman Fignar stated that it had previously been agreed upon by the City Council that the selection of a new city manager would be by a unanimous vote. Councilman Britts inquired about the possibility of having various people from the community meet the candidates if the City Council is having a problem deciding on one of two candidates. He suggested that it might be beneficial to have a coffee hour to get feedback from community people regarding their observations of the candidates. Mr. Law responded by stating that he would recommend that the two candidates be brought back before the City Council individu- ally if such a situation arises. Fie further stated that it would not be advisable for other outside people to interview or make recommendations regarding the candidates in such a situation. He stated that the City Council has been elected to make this type of decision and, in his opinion, it would not be wise to seek other outside input. He pointed out that the City Council would have all the resource material available to them and the opportunity to talk individually with each of the candidates and that he feels the City Council will have the ability to make that decision on its own Mr. Law then distributed information on how to conduct effective selection interviews, various sample interview questions and the candidate evaluation 'report for the City Council's review. He stated that it is his intention to next review this information with members of the Council. Recess The Brooklyn Center City Council recessed at 8:43 p.m. and resumed at 9 :05 p.m. Councilman Lhotka stated that, after the decision is made regarding a city manager following the Saturday meeting, it would be nice if the City Council and the four candidates went out for dinner, and inquired as to the Council's feelings about this suggestion. Mayor Cohen responded that this might create some conflicts with the Open Meeting Law and if the dinner was feasible it would have to be at everyone's own expense. He requested that the matter of a dinner between the City Council and the four candidates be further explored regarding possible conflicts with the Open Meeting Law. -5- 9 -7 -77 Mr. Law proceeded to review the information distributed to the City Manager Search City Council prior to the recess relating to suggested procedures Workshop for interviewing and selecting a new city manager. He first reviewed the topic of how to conduct effective selective inter- views and stated that the principal objectives of a good selection interview are to first obtain and evaluate informa - tion beyond that supplied in the application form; to assess interest, personality , and motivational characteristics in order to better evaluate the candidate's "will do" potential; to provide the candidate with adequate information concerning the job duties and employment environment sous to allow the candidate to properly judge his or her own qualifications and level of interest; and to create a favorable image for the organization. He stressed the importance of reading and reviewing all of the information presented to each of the Councilman on each-of the candidates. He added that the candidates themselves will be evaluating the City Council also during the interview process and that it is important that the interviewer leave the candidate with a good impression of the organization, Mr. Law then reviewed various points relating to the preparation for the interview stating that much of the effectiveness of the interview depends upon the prepara- tion of the interviewer. He again stressed the importance of detailed review of the application form and any reference or other material available on the candidate. He stated that the interviewer should know the facts reported on the application form to minimize the time spent on the same information during the interview, while gaps in that informa- tion and areas where further elaboration is desirable should be noted and pursued. He stated that it is important to prepare specific questions to elicit the desired information, and it is helpful to develop several questions as well as to prepare a rough outline of the various topics to be covered. He briefly reviewed a copy of sample interview questions that had been presented to the City Council and suggested that they select six or seven possible questions out of that group which they feel should be utilized for interviewing each of the candidates. He pointed out that it is best to use the same questions on each of the candidates in order to get a reaction from each of the four persons regarding similar questions. He further stated that it is important to review the job description and specifications in order to allow the interviewer to discuss the job responsibilities intelligently with the candidate. He commented that it is also important for the interviewer to recognize his own personal prejudices or philosophies so that their effect on the interview evaluation can be controlled. Mr. Law next reviewed the importance of the physical arrangements of the interview room. He stated that he will review with the Acting City Manager appropriate locations to conduct the one -on -one interviews. He stated that the physical arrangements are important for establishing rapport with the applicant and also to gain the applicant's confidence. He further stated that he would not recommend that the interviewer, in this case the City Councilman, sit behind a desk so that there is a barrier between the applicant and the interviewer. He pointed out that it is very important that candidates feel relaxed and are at ease. 9 -7 -77 -6- Mr. Law then reviewed various questioning techniques contained in the information distributed and stated that it is important to avoid questions that can be answered with simple yes or no answers, or questions that have already been adequately answered on the application form. He stated that the interviewer must guide and control the discussion to insure adequate coverage of all areas, develop the desired level of penetration, and meet various time commitments. He then reviewed the topic of interviewer behavior, com- menting that it is important that the interviewer keep his voice at a conversational level to promote a relaxed atmosphere; to show a generally supportive and permissive attitude by frequently nodding and giving indications of agreement which tend to reassure the candidate and motivate the candidate to reveal their full story; to recognize the candidate's achievements and provide a verbal pat on the back as may be appropriate; to use facial expressions such as smiles, raising eyebrows, etc. to encourage the candidate by showing interest and receptive- ness; to avoid any show of surprise or disagreement because such reactions will generally block the further flow of information; to play down the importance of unfavorable information and always allow the candidate an opportunity to save face; to keep the interviewer's language at the level of the person being interviewed as much as possible; and the importance of not taking notes during the interview but rather using the time provided for writing the evaluations. Mr. Law stated that the Councilmen will be expected, during the interview, to provide various job information about the position. He suggested that members of the Council polish upon their knowledge of the City and explained that each of the candidates will receive copies of the City Charter, the 1977 Adopted Budget, the 1978 Proposed Budget, the City's Financial Report, the Comprehensive Plan, the Administrative Code, and the City's Personnel Ordinance. He stated that he was certain that the candidates would have various questions about the information contained in these documents, and that it would be worthwhile for the Councilmen to have a general understanding of them as well. Mayor Cohen requested a list of the documents that candidates would receive so that the City Council will have the opportunity to also review them. Mr. Law stated that the closing of the interview was also important and that Councilmen, as the time for the interview draws to a close, should a quick mental review to make sure that everything important has been covered. Mr. Law stated that following the interview the Councilmen should be prepared to summarize their impressions of the candidates on paper and that these written comments should include all relevant facts and feelings as to the candidates' abilities and attitudes and other factors which could have an impact on the candidates' suitability for the job. He stated that approximately forty -five minutes would be given for the Councilmen to write their evaluations. He then reviewed the candidate evaluation report and asked members of the Council to study the document carefully so that they will be able to do a good evaluation report on each of the candidates. He explained that the document would be G -7- 9 -7 -77 for the Councilmen's use in discussing each of the candidates and that they need not return the finalized evaluation forms. Mr. Law in4uired of the City Council if there were any questions regarding the procedures and process outlined. There being none, he stated that he will present an envelope with all of the information available on the four candidates to the City Council by the Monday evening Council meeting. Motion by Councilman Lhotka and seconded by Councilman Adjourriment Fignar to adjourn the meeting. Voting in favor: Mayor Cohen, Councilmen Britts, Kuefler, Fignar and Lhotka. Voting against: none. The motion passed unanimously. The Brooklyn Center City Council adjourned at 9:37 p.m. C ferk Mayor Q_7- - -77 _g