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HomeMy WebLinkAbout1996-10-14 Council Packet - Work Session ManagerKenai City Council Work Session October 14, 1996 City Manager Search TO 1791-1991 CTTY OF I ENAI . "Od Capdal oH,�&d /Ov, xxeyl 210 Fidalgo, Suite 200 Kinni. Alaska 99611-7794 . ` Phone 907-283-7535 Fax 907-283-3014 J ter• � ..� Date l0 / // c I Number of Pages W A. B. C. AGENDA RENAI CITY COUNCIL - REGULAR MEETING OCTOBER 16, 1996 7:00 P.M. RENAI CITY COUNCIL CHAMBERS http://vww.Kenai.net/city CALL TO ORDER 3. CERTIFICATION OF OCTOBER 1, 1996 ELECTION 4. MAYOR AND COUNCILMEMBERS OATHS OF OFFICE 5. ELECTION OF VICE MAYOR SCHEDULED PUBLIC COMMENT (10 Minutes) 1. Clay Nettles - Cook Inlet Academy/Requesting Use of Softball Field Bleachers. PUBLIC HEARINGS 1. Ordinance No. 1718-96 - Increasing Estimated Revenues and Appropriations by $6,100 in the Boating Facility Enterprise Fund for Purchase of New Floats. a. Remove from table. b. Consideration of ordinance. 2. Ordinance No. 1719-96 - Amending Kenai Municipal Code 13.40.020 to Impose a Minimum Fine for Unlawful Operation of an Off -Road Vehicle on Bike Paths or Improved Rights -of -Way Within the City. a. Remove from table. b. Substitute Ordinance No. 1719-96 - Amending Kenai Municipal Code 13.40.020 to Impose a Minimum Fine for Unlawful Operation of An Off -Road Vehicle on Bike Paths, In Parks, On Improved Rights -of -Way, Or Without Permission of the Property Owner. C. Consideration of ordinance. 3. Ordinance No. 1721-96 - Amending the Kenai Municipal Code by Amending KMC 23.25.060(e) to Bring It In Conformity With AS 23.05.080 Regarding Employer Record Keeping of Hours Worked by Exempt Employees. 4. Resolution No. 96-79 - Declaring the 1984 Chevrolet Wheeled Coach Ambulance Surplus and Donating it to the community of Ninilchik. 5. Resolution No. 96-80 - Declaring the 1972 Mack Fire Engine Surplus and Donating It to the Mining & Petroleum Training Service. 6. Resolution No. 96-81 - Awarding a Contract to Randy's Glass, I:nc. for the Project Entitled, "Warm Storage #1 Overhead Door Replacement," for the Total Amount of $14,015.40. 7. Resolution No. 96-82 - Transferring $2,300 in the General Fund For Alaska Municipal League Annual Dues. 8. Resolution No. 96-83 - Awarding the Bid for a "Hopper Type Material Spreader" to Sahlberg Equipment Company, Inc. for the Total Amount of $9,527.00. Additional information can be found at http://www.Kenai.net/city. The public is invited to attend and participate. Carol L. Freas City Clerk WORK SESSION NOTICE The Kenai City Council will meet in a WORK SESSION on MONDAY, OCTOBER 14, 1996. The work session will be held in the KENAI CITY COUNCIL CHAMBERS and will begin at 7:00 P.M. The topic to be discussed is: CITY MANAGER SEARCH The public is invited to attend and participate. Carol L. Freas City Clerk WORK SESSION NOTICE The Kenai City Council will meet in a WORK SESSION on MONDAY, OCTOBER 14, 1996. The work session will be held in the KENAI CITY COUNCIL CHAMBERS and will begin at 7:00 P.M. The topic to be discussed is: CITY MANAGER SEARCH The public is invited to attend and participate. Carol L. Freas City Clerk CITY OF KENAI It Gil 0 4to� 41 ►, 210 FIDALGO AVE., SUITE 200 KENAI, ALASKA 99611-7794 TELEPHONE 907-283-7535 FAX 907-283-3014 - — �wwloary 'III�1 1992 MEMORANDUM To: Mayor and City Council _D From: Richard A. Ross, Acting City Manager 4hAL Date: September 24, 1996 RE: City Manager Selection Process The enclosures with this memo are for your consideration and assistance as you prepare for your upcoming work session. Attachment "A" is a draft schedule. It attempts to meet your target dates for receipt of applications and candidate selection. Attachment 11B" is a draft of a letter to be sent to qualifying candidates advising them of their status, requesting supplemental information, and requesting their response to Council essay questions (if any). Attachment "C" is copies of work session notes of February 10; March 22; April 1; and April 12 of 1993. C:\WPDOCS\CMSEARCH\PROCESS.MEM ATTACHMENT "A" Schedule for Gly Manager Selection 1. October 1 Begin sending out advertising for October and November publications. 2. December 13 All resum6s are due. 3. January 8 Follow-up to resum6s due. 4. January 22 Finalist candidates are selected by Council. 5. Jan./Feb. Council evaluation and background investigation complete. 6. FebruaryCandidates visit community and Council. — tY 7. February _ Offer of position. Discussion of Schedule As resum6s are received, those that are deemed qualified are sent a follow-up packet. This will contain the two page history and fact sheet; selected essay questions if any by Council; and a request for supplemental background information (see draft letter).n Council, on a weekly basis, reviews those applications that were deemed as not meeting F the minimum qualifications. They direct whether to include them in the follow-up processes. As the follow-up information and essays are received, they are put into binders with the resum6s for Council review and evaluation. This is accomplished on a weekly basis. �.. Using this approach, Council should be able to select finalists by January 22. Background investigation waivers are sent to these individuals. The City Council then applies the system of background investigation, reference checks, and final evaluation they have chosen. Council selects those candidates they wish to interview in Kenai. Candidates tour the area. Final decision is made and job offer made. C:\WPDOCS\CMSEARCH\SCHEDULE ATTACHMENT "B" Date FIELD(1) ENDFIELD Dear FIELD(2): This letter is to acknowledge receipt of the resume you submitted for the position of City Manager. Find enclosed a fact sheet on the City of Kenai and the role of the City Manager. Should you be selected as a finalist, you may want to request more detailed information for your review and consideration. It is requested that you provide the following additional information, by January 8, 1997, as a supplement to your resume. R, 1. Submit a discussion of any incidents or issues of public controversy that a background investigation could reveal. If you are selected as a finalist, you will be asked to sign waivers authorizing background investigation and reference checks. A 2. Submit copies of newspaper articles or editorials for the past years in which your performance or conduct are referenced. 3. Discuss your areas of strengths and weakness as a manager. Copies of performance evaluations may be submitted as part of this discussion. NOTE: All information submitted in response to the above requests is considered public information and subject to disclosure. In addition, submit your essay answers to the following questions: (Questions, if any, to be determined by Council.) Sincerely, Signature C:\NPDOCS\CMSEARCH\DRAFT.LTR KENAI CITY COUNCIL WORK SESSION FEBRUARY 10, 1993 KENAI COMMUNITY LIBRARY CONFERENCE ROOM 7:00 P.M. The work session began at approximately 7:00 p.m. in the conference room of the Kenai Community Library. Council present were Williams, Swarner, Smalley, Bookey and Monfor. Absent councilmembers were McComsey (sick) and Measles (out of town). Staff present were Freas, Graves, Brown, Howard, Kornelis, DeForest. Public present were Darryl Schaeffermeyer and Ethyl Claussen. PURPOSE OF WORK SESSION: To set criteria to evaluate applicants for the position of city manager. The criteria would include determining a point system, additional points of concern to address about each applicant, and how to make cuts. POINT SYSTEM: It was determined that a point system of 0-5 be used. Zero the lowest score and five the highest score for each criteria. CRITERIA: Monfor referred to the February 3, 1993 memorandum of Acting City Manager Brown. Monfor suggested that items 1(a) and 1(b) of the memorandum be used as criteria. 1) In the first reading of the resumes, make a conclusion as to basic qualifications of the applicant. These were set out in the detailed announcement attached. They were: (a) seven years of responsible management experience in a small or medium sized community with extensive personnel, budgetary, leadership, and communication skills; and (b) a minimum of a bachelor's degree in business, public administration, or a related field. No. 1 Criteria: Consensus reached: The first criteria be an absolute minimum of seven years of responsible supervisory management experience. The second criteria discussion followed. It was agreed that there should be a minimum of a bachelor's degree in business administration or related field. Discussion then developed as to what would be acceptable as a "related field." Williams asked if a retired military person who was in charge of a facility the size of Kenai would qualify as "related field." Smalley suggested it could relate. Swarner stated her first thought was KENAI CITY COUNCIL WORK SESSION FEBRUARY 10, 1993 PAGE 2 that the person needs to have a degree in Business Administration. Monfor stated information she learned at a seminar was that a person does not need a college degree -- some people are more successful without a college degree. No. 2 Criteria: Consensus reached: The second criteria be a minimum of a bachelor's degree. It was decided that a retired military person in charge of a facility the size of Kenai would probably have a degree. Smalley suggested the addition of a minimum of a BA or BS from an accredited institution. Council agreed. Williams suggested more points could be assigned for higher degrees or double degrees. One point for the minimum and go up from there. No. 3 Criteria: Discussion of how "related fields" could accrue points. Each councilmember will determine how many points they feel each applicant should be awarded for their related fields. These points will be discussed at the time of review with all councilmembers. PRESENTATION OF RESUMES: Brown suggested binders with a copy of all applications be distributed to all councilmembers. A table of contents would be included and the ,applications numbered. Notes could be made when reviewed. Williams suggested that the total number of applications be divided by seven; that amount of applications be placed in seven binders; each councilmember would receive a binder and would :review those applications in that binder, making notes, etc. and then the binders would be traded to another councilmember until all councilmembers review all applications. Score sheets would be included for use by each reviewer. Work sessions: Work sessions will be set for reviewing the findings of the reviews. A time limit of two hours for each work session was set. Cuts: 50% cuts will be made at each work session until five finalists are determined. No. 4 Criteria: A consensus was reached that seven packets will be established with applications of the total number received divided by seven for council's review. There will be sweeps at each work session, and making cuts of 50% each time. KENAI CITY COUNCIL WORK SESSION FEBRUARY 10, 1993 PAGE 3 MOST DESIRED QUALIFICATIONS: Residency: Alaska residency was discussed. Councilmembers felt strongly that an applicant should be an Alaska resident. Graves suggested that it could be stated as "applicant demonstrates knowledge of Alaska government, policies, etc." Council agreed. Years of Experience: Consensus was that years of experience be awarded points as: 7 years = 0 and another point be awarded for each year of experience thereafter, up to five points. Question asked: Does an applicant with assistant city manager or other department head experience be awarded points the same as an applicant who was a city manager. Smalley stated he would like to split those applicants out giving points for experience as a city manager or acting city manager and other points for other city department personnel, i.e. 0-5 points for city manager, 0-5 points for acting city manager and 0-5 points for public works director (as an example). Smalley added, the points should be awarded with what is the best interest of the city. Williams added that brings a philosophical question of whether a city manager of a large city be awarded more points than a city manager of a smaller city. Brown stated that in his February 3, 1993 memorandum, referred to previously in the discussions, paragraph 1(a) states seven years of experience of a small or medium sized community. This was part of the information sent to applicants. Brown asked if council is looking for someone that was/is a city manager. Monfor :stated she did not know if she would prefer someone with city manager experience or political background. Monfor suggested that they wait until they see the resumes. Smalley stated he would prefer that criteria be set now. Swarner stated she likes Brown's suggestion for awarding points for department heads, etc. Consensus: If the: applicant is not a city manager, the applicant receives 0; if the applicant has city manager experience, they receive up to five points. 0-5 as to how experienced each councilmember believes the applicant is. It will be a judgment call by each councilmember. Greater weight will be given to city manager experience: versus department head experience. KENAI CITY COUNCIL WORK SESSION FEBRUARY 10, 1993 PAGE 4 Williams asked if the applicant should be able to demonstrate knowledge of the :federal level. Smalley stated he would prefer legislative experience -- more state than federal. Consensus: Legislative experience. Smalley stated he believes there will be a number of applicants with legislative experience. Williams asked if experience with public housing should be considered. Smalley stated maybe as a subsidiary. Williams asked if more points should be given for acknowledgements of recognition of work as a city manager (awards, etc.). Smalley stated no. Monfor stated some, if they are legitimate. Smalley stated he would have a hard time giving points for awards, however, maybe at the bottom of the list and giving little weight. Monfor stated that if the person's city received an All-A:merica City award within the last five years, she would give a lot of credence. Discussion followed regarding points for a city manager versus an assistant city manager. Also discussed was points for an applicant from a third-class city versus a first class city. Monfor stated the amount of information forwarded in a resume will depend upon what resume school they use. Some will be longer, some shorter. Monfor was concerned that perhaps not all the information council hopes to get from a resume will not be on the resume. Williams suggested that upon review, if council wishes to get more information from an applicant, they can contact them and :request additional information. Community Affairs & Civic Groups: Amount of points = 0 to 5. Monfor asked how questions can be asked of an applicant in regard to sex crimes, etc. Graves suggested that the applicant be asked if he/she has been convicted of a crime. Williams asked about waivers being signed to have background checks done on applicants. Graves suggested that only the final five to ten be requested to sign waivers. Smalley asked if a waiver could be faxed. Graves stated he would want a signed original in hand. Economic Development: Williams asked if council would want to give points for experience in economic development. Consensus: Yes, 0 to 5. KENAI CITY COUNCIL WORK SESSION FEBRUARY 10, 1993 PAGE 5 Brown suggested that the criteria list not include things that can be asked later. Specific items will, most likely, be included in the resume. Graves asked if things like civic activities should be rated as high as city manager experience? Graves suggested community affair information be used later in the reviews. Williams stated that he would like someone that will take an active part in the community. A public relation -type person. Smalley asked if acknowledgements and recognition information be placed at the bottom. Williams suggested they stop here and then when down to the final reviews, meet again and set up questions to ask and then add civic groups, etc. Graves stated that how the applicant relates to the community can be asked during the background check. Monfor stated she feels comfortable with that. Smalley asked how a spread sheet will be devised to know how applicants scored., Williams stated that Administration will take the score sheets, add them up, and report back to council. Smalley suggested then another packet be forwarded to council of the finalists. Brown suggested that the first scoring be done using items 1(a) and 1(b) of his memorandum and then what is left, do the rest of the scoring. Howard stated there are some resumes coming in that do not have either of those items. Gleason & Associates, Inc. Smalley asked what response should be given to Gleason b; Associates. Williams and Bookey stated no; Monfor stated to wait; and Smalley stated it is council's responsibility. Monfor stated council should give a lot of thought to traveling money and who will go to do background checks from where the applicants are now, residing. Consensus was that it should be someone from council. Monfor stated that Graves will know how and what to ask. Monfor suggested that they check friends, employee, peers, etc. Graves cautioned that if two councilmembers travel together, it may be perceived as a violation of the Open Meetings Act. Monfor suggested that it be a councilmember and staff member or a councilmember alone. Williams stated he would be willing to take it to court if two members traveling together would be KENAI CITY COUNCIL WORK SESSION FEBRUARY 10, 1993 PAGE 6 challenged. Monfor stated she would not want one councilmember to go alone. The same questions should be asked to the same kind of people. Graves stated that if two councilmembers travel together, they will be doing public business. Williams suggested that councilmembers will have to be more blunt and direct during council meetings with regard to issue of the Open Meetings Act. Smalley suggested that Graves check the law in regard to the Open Meetings Act and produce an opinion. There was continued discussion regarding the Open Meetings Act. Questions were raised about council traveling to Juneau to AML, etc. Williams suggested that they would travel to only two applicants. Monfor suggested that fourteen -day tickets be purchased. Swarner asked about paying for a spouses' travel to Kenai. Monfor suggested the applicant pay for their spouses' travel. Kornelis stated he first interviewed applicants for the building inspector position by telephone conference call first. He used a list of questions and then decided who to ask to travel to Kenai. Monfor suggested that council could do an interview with the last third and pick three to five finalists from there. Then travel. Kathy Scott stated her experience in Homer during a city manager search. Scott stated they had interview questions from commissioners in order that other input would be used. The commissioners devised questions and forwarded them to the council. This also incorporated citizen involvement. The finalist interviews were on site and during an open meeting. The trust level was much better. Scott also stated that it is important to remember that how much time taken between receiving applications and netting up interviews. If an applicant is very good, they will be looking for other positions as well and could be hired. Smalley asked again how many applicants does council want to bring to Kenai. Swarner asked again about spouse travel. Smalley stated he did not object to paying for three finalists to travel to Kenai. Three would give options. Money well spent. Swarner suggested 14-day tickets be purchased. Monfor stated that during the school district superintendent search, the applicants stayed in hotels and did not meet any of the school KENAI CITY COUNCIL WORK SESSION FEBRUARY 10, 1993 PAGE 7 board until the actual interview. They first had a closed interview with the school board and then one in an open meeting in order that there was community access. How many personal interviews will be determined after the third cut. At that time whether to pay for a candidate's spouse will be determined as well. It was suggested that telephonic interviews be given to five finalists. Scott stated that the biggest flaw Homer's council had was that they did not go far enough in the background check. (They did the background checks themselves.) Monfor stated they must live inside the City of Kenai. Graves stated that is in the Code. Work Session: A work session was set for March 22, 1993 from 7:00 p.m. - 9:00 p.m. in the Library conference room. Freas will advertise the work session. Public copies of applications: One complete volume of all applications will be available at city hall for public review. That copy will be taken to work sessions as well to be shared by the public. Council will receive copies and Howard will keep the original applications. The work session ended at approximately 8:45 p.m. Notes transcribed by: Carol L. Freas, City Clerk WORK SESSION MARCH 22, 1993 7:00 P.M. KENAI COMMUNITY LIBRARY CONFERENCE ROOM The work session :began at approximately 7:05 p.m. in the conference room of the Kenai Community Library. Council present were Monfor, Measles, Swarner, Smalley, Bookey, and Williams. Absent councilmember was McComsey. Staff present were Brown, Graves, Howard, Freas. Public present were Ethyl Claussen and Donna Brown. PROCEDURE: Council determined to review the list of applicants one by one and state whether that applicant was to remain on the list of possibles or be deleted. If council had a mixed decision on an applicant, they would discuss the applicant briefly and decide whether to keep the applicant on the list. Councilmembers stated that they individually determined whether to keep an applicant on the active list by presentation of their resum6s (misspelled words, hand-written corrections, etc.). Council decided that not all applications needed to be reviewed by all the council. Some councilmembers preferred to see as many as possible. Measles stated that he kept applications active if they had the basic requirements (experience and college degree). Measles added that he was liberal with some who had borderline amount of the seven years of experience. Measles stated he kept 65 applicants in his active group. Council then reviewed the list, applicant by applicant. At the end of their review, 53 names remained. WORK SESSION• A work session was set for Monday, March 29, 1993. The work session is to be held in the conference room of the Library. DIRECTION: Council requested the resum6s of the remaining 53 applicants be copied for each councilmember and placed in a three-ring binder. Council is to stop by City Hall and pick up their binder on Wednesday. A score sheet is to be placed with each binder as well. -1- Administration is to wait until finalists are chosen before any letters of "no thank -you" are mailed to applicants. Council consensus was that another review of applications may be necessary at a later date. "No thank -you" letters should be held. The work session ended at approximately 8:32 p.m. COUNCIL DIRECTION: Councilmembers are to review the remaining 53 applications. Their objective is to whittle that number to 25-30 applications for the March 29 work session. -2- WORK SESSION NOTES APRIL 5, 1993 PAGE 4 Related Fields = 4,4,4,4,4 (public works, management, house rehabilitation, visitors and convention committee, universal garbage) Score = 4 pts. Knowledge of AK = 0 pts. Legislative :Experience = 2,2,2,3... Score = 2.5 pts. (Smalley stated he was looking at his accomplishments in other cities. Williams remarked he was a public information officer, community relations, was an assistant, sizes of towns are comparable. Monfor stated she could not find anything of what he did.) Score = 2..5 pts. Community Interests = (International Resort Cities, American Water Works, stated in resume he was involved in non -city related activities, Chamber of Commerce, downtown merchants) 4,3,3,3... Score = 3 pts. Ec. Development = 5,5,5,5,5 (growth management... Smalley stated that the applicant has been involved with resurrecting lots of dying towns.) Score = 5 pts. Total Score 20.5 pts. NEXT STEP: Williams suggested taking only the top five. Measles suggested dropping everyone under 20 points. Decision - drop those under 20 points. Those kept were: Henry Graper (24.9 pts.) Thomas Manninen (20 pts.) Ed Pefferman (22 pts.) John Rudd (21 pts.) David Weitzel (20 pts.) Douglas Zeno^ (20.5 pts.) Williams asked if there were any other applicants council wanted to include in the list. Answer = Not at this time. Bookey suggested that they first find out if these six are available. Williams asked if council wanted to continue to review tonight or have Administration contact these six to find out if they are still interested and available. Monfor stated she would like to find out if these six are available and ask them if they have any additional information they would like to send for council review. Swarner suggested they set the criteria for the next level of review. Williams stated they will be getting into personal evaluations soon, but first, see if they are available; second, council needs WORK SESSION NOTES APRIL 5, 1993 PAGE 5 to do a "down and dirty" background check. Williams suggested they call the local newspapers to find out if any of the applicants are under indictment or if there are outstanding complaints. Graves stated a release form should be sent to the applicants. Graves stated he would draft a form giving the applicant's permission for the city to investigate their backgrounds. Monfor suggested the applicants be contacted and ask them: 1. If they are available 2. If there is additional information they would like to add to their resumes. 3. If they have objections to a background check, have them send or FAX a letter or waiver. Graves stated either have them do a letter or send them a waiver and they may FAX a copy, but mail the original. Williams stated that upon receiving the waiver, they can ask the Chief of Police to run a BI, checking on the national crime computer. Williams continued, they then could call the newspaper in the individual towns and get their "low down." Graves stated the applicant should be made aware that we will be calling the newspapers. Measles added they should be told the background check will be through newspapers, police, etc. Measles stated that none of these applicants made comments about confidentiality. Williams suggested after finding if the applicants are still interested, letters be sent to all the other applicants not making the cut. Smalley suggested if one is not interested, they take the next highest number from the last cut. Measles stated he would not care if the finalists were cut to four. Williams agreed. Williams added after they review again they then can decide to spend money and flying them here. malley stated they had not discussed flying spouses here as ell. Williams stated if they get down to five applicants, they should be called first and council should speak with the applicant over the phone. Monfor stated she wants phone interviews. Williams directed Howard, after the finalists are notified, to call AML and ask if they have a city profile for those cities efferman and Graper work. Also ask if they have done any pecific work on behalf of AML. Williams also suggested they WORK SESSION NOTES APRIL 5, 1993 PAGE 6 call other councilmembers, etc. with which Swarner stated there was no one at the last committee meeting from Bristol Bay. NEXT WORK SESSION/CRITERIA: they have worked. AML legislative Williams suggested the next work session be set and the criteria for the review as well. Criteria• The most important criteria = EXPERIENCE. Smalley asked if -the experience should be only as a city manager or include other municipal -type experience. Monfor stated should include other municipal -type experience as Kenai has so many different departments (senior center, airport, library, parks and recreation, etc.) Williams suggested they look for a city manager for a full -service city. 1. EXPERIENCE - Overall experience, including related work. Measles stated a sliding scale needs to be used as one person may be a city manager for one year and an assistant for ten and someone else may have the experience the other way. Suggestion was made 2 point for assistant, one point for city manager, 2 point for other related work. Decision = 2 point for other municipal experience, one point per year for manager. Monfor asked when they will be using this criteria. Williams stated they will be looking at the resumes again and score again. Monfor stated they needed to find out if they have legislative experience, community interests, etc. if it is not in their resumes. Measles stated there was no point to define the criteria until they find out if the applicants are still interested or available. Measles stated that no matter how many they decide as the ones to interview (4 to 6, 3 to 2), they need to decide if they want all of them to come for an interview. They cannot go further without this information. Monfor agreed. Bookey suggested the applicant needs to be asked if they want to add information to their resume. Monfor stated Kim should ask them if they have more information to add. Howard asked if council wanted her to send the "no thank you" letters. Howard was directed to send letters to all but the 16 WORK SESSION NOTES APRIL 5, 1993 PAGE 7 applicants left on the last list. Graves asked what council wanted Administration to tell any of the 16 who might call. Administration was directed to say that it was a preliminary cut, but it is not fin -al. NEXT WORK SESSION - Set for April 12, 1993, 6:00 p.m. in council chambers. Kornelis stated that council may need a special meeting in regard to the courthouse project. Graves stated that if an agreement comes from the State on the 12th, Administration will need time to review it and send it back with any changes, etc. If additional information has been received, council will discuss the city manager evaluation. If more time is needed in which to receive additional information, they will discuss the budget. The work session ended at 9:50 p.m. Notes transcribed by: Carol L. Freas, City Clerk (4/5/93) KENAI CITY COUNCIL WORK SESSION APRIL 12, 1993 6:00 P.M. KENAI CITY COUNCIL CHAMBERS COUNCIL PRESENT: Swarner, Monfor, Bookey, Williams, and Smalley (Smalley arrived at 6:50 p.m.). McComsey and Measles were absent. STAFF PRESENT: Kornelis, Freas, Ernst, Brown, Graves, Morris, Porter, McGillivray, Howard, Burnett and DeForest. WORK SESSION: The work session began at approximately 6:05 p.m. Council discussed the city administrator search first and then discussed the 1993-94 budget. ITEM 1: CITY ADMINISTRATOR SEARCH Administrative Assistant Howard stated that the six finalists were all contacted and all stated their interest and availability for the position. Waivers were received from all the finalists, however Mr. Graper's original had not yet been received. Graper had stated to Ms. Howard that he did not want to have the waiver notarized in Dillingham as it is a small town and everyone will know what he's doing if he has it notarized there. Williams suggested Council decide to set the criteria and with whom to start. Swarner stated she believed they should start with telephone interviews with all the finalists, except Graper if the notarized waiver is not received. Williams suggested Graper could come to Kenai City Hall at his expense if he did not feel comfortable doing a telephone interview from Dillingham. Williams referred to a work sheet provided by Administration. Williams suggested council determine how many of the applicant finalists they wished to interview. Williams added they could interview two or three and see how it goes and then maybe the other two or three. Council worked on criteria. Criteria for Next Round: a. Years of experience directly related to city manager experience. b. Direct experience with economic development. KENAI CITY COUNCIL WORK SESSION APRIL 12, 1993 PAGE 2 C. Personnel/human resource management experience. d. Experience in budget matters or direct preparation of budgets. e. Direct community involvement. f. Direct experience with federal governmental agencies (state and federal), i.e. FAA, Department of the Interior, EPA, etc. g. Actual legislative experience. Williams suggested that prior to interviewing the applicant, the applicant be told Council will be asking a lot of direct questions and perhaps the applicant would like to elaborate on his answers by submitting written answers later. Bookey suggested sending by FAX a preparation list of questions. Council decided no, they want to the applicant to think on his feet. Scoring Method: Williams referred to the work sheet wherein it stated at the last work session, Councilman Measles suggested one point be awarded for each year the applicant was a city manager, and one-half a point for other municipal experience. Monfor stated it will be difficult to score this round and the applicant should be scored on the overall picture, i.e. score if the applicant has experience with airports, harbors, what they have done in economic development. Bookey added that in economic development, one could do a b'Wilt project and another could be working hard to get a little done. Williams suggested a set of ask each candidate the same stated that it might happen and council may find they do further with that applicant. Questions: questions be formulated in order to questions. Monfor agreed. Monfor an applicant be asked three questions not like the answers and not go any 1. Ask all the "experience" questions listed under criteria above. KENAI CITY COUNCIL WORK SESSION APRIL 12, 1993 PAGE 3 2. Operation of airport. 3. Operation of a harbor. 4. Knowledge of water and sewer plants. 5. Knowledge of EPA regulations. 6. Knowledge of planning and zoning. 7. What is there experience in the past in regard to ambulance service, i.e. city operated v. contracted. 8. Knowledge and experience in regard to senior citizen programs. 9. Anything contracted out in other areas. 10. ISTEA program experience. Monfor stated that the answers to the "experience" questions should tell the council everything they need to know to determine whether the applicant should be invited here for a personal interview. Williams stated they can do all the scoring they want and it will still be determined on how council feels about the person. Swarner asked Ms. Howard her reaction of the applicants during her conversations with them. Howard stated they were all pleasant with which to talk. Howard added Graper sounded a little tense at the time, but he told her he had just finished a budget work session. Howard stated that Manninen calls a lot. Manninen has not ever been to Alaska. Howard stated Zenor is interested as well. Williams stated he has been told by a couple of people council may have made a mistake by rejecting Scott. Background Checks: Attorney Graves stated the city will not be able to use the police computer for background checks. Federal regulations do not allow such use. Graves added if council still sends someone to the community, there is nothing to keep from asking.