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Home My WebLink About1997-01-27 Council Packet - Work SessionKenai City Council Work Session January 27, 1997 City Manager Search Budget Overview and Projection CITY OF KENAI It Od eapiW 4 4&"a it 210 FIDALGO AVE., SUITE 200 KENAI, ALASKA 99611-7794 TELEPHONE 907-283-7535 FAX 907-283-3014 tag - -- ,If1ilIab F 1992 M E M O R A N D U M TO: Council Members FROM: Sheryl Paulsen, Acting City Clerk DATE: January 21, 1997 RE: REQUEST FOR EXECUTIVE SESSION John called me today from Juneau and asked me to contact you. He said to tell you he will be requesting an executive session (to consist of council members only) on Monday night at the work session. The topic of discussion will be the "internal mechanisms" of the city council. /sp cc: John Williams co rn U- rn } U- rn } LL co } U- CD } U- p O O O O O O O O p O COD d0 N O 000 COD N O CD O CD CD r, i N E N d v c cm i U J C 7 LL CV t w O O w. 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COUNCIL PRESENT: Williams, Moore, Bookey, Bannock, Swarner and Smalley. STAFF PRESENT: Graves, Ross, Semmens, Paulsen Others present: Tim Navarre, Steve Kadel (Clarion) TOPIC: PROPOSED FORM FOR EVALUATING NEW CITY MANAGER RESUMES The work session began at approximately 7:12 p.m. City Manager Rick Ross presented Council with a draft evaluation form for scoring resumes and a list of general themes to look for in evaluating the essay questions. Ross developed these items to help Council screen applicants for the City Manager position. After discussion about themes, it was decided to add Relationship to Community" to the heading Role of Manager. No other changes were made to the list of themes. Council reviewed the evaluation form item by item and discussed scoring. In the end, no changes were made to the basic form. It was suggested that room be allowed on the tally sheet for comments by the reviewer. It was decided to meet again on Monday, January 27, 1997 for another work session on: 1. Finalization of background investigation process and questions for interviews; 2. Set dates for February work sessions; and 3. Presentation by Finance Director of FY98 projections, use of fund balance, and discussion of future implications. Discussion with Council on parameters within which the FY98 budget should be prepared. ADJOURNMENT: The work session ended at approximately 8:50 p.m. Notes transcribed by: Sheryl aulsen, Acting City Clerk CITY OF KENAI n oileafr 4 414al.!',IZC` I 210 FIDALGO AVE., SUITE 200 KENAI, ALASKA 99611-7794 TELEPHONE 907-283-7535 FAX 907-283-3014 �d — uF►ffAr,ncn IIIIi► Memorandum 1992 Date: December 9, 1996 To: Mayor and City Council From: Richard A. Ross, City Manager RE: City Manager Search - Essay Question Evaluation (Revised 1 /20/97) What follows are suggestions for general themes to look for in the essay question. Review these. Add, delete and modify as you choose. It would be beneficial if the Council can reach a consensus as to what are the important issues and themes. Evaluation of the essay question will be more meaningful and consistent as a result. Role of Council Setting of policies Oversight of city government and finances Ombudsman for citizens Future planning Role of Manager Day-to-day operation of city Preparation and submittal of budget Appointing authority and personnel manager Executes laws and ordinances Implementation of Council policies Relationship to community Manager's Responsibility to Council Keep them informed Assist them in making good use of time Council packet - Concise materials submitted in a timely manner Provide cover - make hard decisions - don't send every issue to Council. Insure Council gets proper credit Council Responsibilities to Manager Allow manager to manage Give feedback - make goals and expectations known - evaluate performance Give political support To: From: Date: RE: CITY OF KENAI Oil eat� 4 4Z"" 210 FIDALGO AVE., SUITE 200 KENAI, ALASKA 99611-7794 TELEPHONE 907-283-7535 FAX 907-283-3014 IIII'1 1992 MEMORANDUM Mayor and City Council Richard A. Ross, City Manager December 9, 1996 City Manager Search - Resume Screening Attached is a draft resume scoring plan for your consideration. These are only ideas meant to assist you in the development of your own thoughts. Modify them to fit what you consider important. When finalized, the goal will be for this device to screen in those applicants whose resumes would be predictive of a probability of success. It does not take the place of good background investigation and interview. Discussion of Scoring Plan Sections I, II. The goal of the applicant should be to get the job, and thus they will put their best effort forward. The presumption is that the resume is the best work you will receive. If your impression is negative, the applicant should be rejected. Sections III, IV, V. These sections are the applicant presenting their philosophy and who they are. It is not a question of right or wrong answers. Simply, if you have basic disagreements on these issues, you do not want to hire this person. if your impressions are negative in any of these categories, reject the applicant. Section VI. This section evaluates probability of success based on past experience. Since ultimately the job is the test, you have to evaluate past experience as a predictor of future success. A manager without municipal experience could be competitive in this section, but only if they had experience with community groups/organizations, and Alaska legislative and intergovernmental agency exposure. Section V (E, F, G) were put in as a result of input received. You may want to consider the Mayor and City Council October 29, 1996 Page 2 weight they are given. You may also want to consider whether (E especially) should be taken out altogether and used as a tie breaker after you have screened for the type of manager you are looking for. Section VI, A-D are rated the heaviest, in that lack of experience should receive a negative rating. These sections represent an assessment of ability to perform the daily nuts and bolts of the job. Section VI represents 66% of all possible points available. Depending on the number of candidates left after this phase, you can decide on the background investigation processes you want to employ. Once finalists are selected, more in depth processes should be used. I have received some Council input on the management style you want in your next manager. This includes management of city operations, relationships with citizen and citizen groups, and interaction with Council. These traits are best determined by using both background investigation and interview. Mayor and City Council October 29, 1996 Page 3 EVALUATION OF RESUMES I. Resume Presentation _1 0 A. Neatness B. Organization C. Spelling D. Grammar If overall score is negative, then application should be rejected. Score II. Written Communication Skills -1 0 +1 A. Were discussions well organized and easy to follow? B. Was presentation brief and to the point? If overall score is negative, then application should be rejected. Score III. Perceptions of Character 1 -11 0 +1 A. Evaluation of newspaper articles. ir._Discussion controversy. issues of If overall score is negative, then application should be rejected. Score Mayor and City Council October 29, 1996 Page 4 IV. Evaluation of Essay Question -3 0 +3 Content A. Agreement with views on Council/Mayor form of government. B. Agreement with responsibilities of Manager to Council. C. Agreement with responsibilities of Council to Manager. If overall score is negative, then application should be rejected. Score V. Discussion of Strengths and -3 0 +3 Weaknesses A. Does this applicant appear candid? B. Do this applicant's strengths appear to fit our needs? C. Are the applicant's`' weaknesses "livable?" If overall score is negative, then application should be rejected. Score Mayor and City Council October 29, 1996 Page 5 If overall score is negative, then application should be rejected. Score TOTAL OVERALL SCORE PAR /kh C:\DOCS\CMSEARCH\SCORING.MEM 2 U z I 'I G4 d I C1a � II d � Cdcd Y O I O CA I�abD � / 2 : O , ..� �.., . -- y�� \ � \ \ e / / �/ \ c / � \ I k c g § m / % � : O ¢w» - � �--- ---- �- �---- -- �— ,� : -- � ---- �»<� --- ;— - ..� � -- --- �- . . § �g \ �° ( �) .� rM \ \ a 0 U U) Q1 co C co H C E-+ w I j U I U > as d I' d Q U 'a u v� w tocd o ¢ w m CL w U H O H i U - — - - CCl d i� r T N co CITY OF KENAI „c9de,if 210 FIDALGO AVE., SUITE 200 KENAI, ALASKA 99611-7794 TELEPHONE 907-283-7535 FAX 907-283-3014 Irrevyl µmoan 'IIIII 1992 Memorandum Date: January 22, 1997 To: Mayor and City Council From: Richard A. Ross, City Manager .�. RE: City Manager Search Attached are suggestions for how to approach and conduct preliminary background and candidate interviews. Review these, but remember they are only suggestions. It is important that you are comfortable with whatever approach is developed, as you will be the ones asking the questions and evaluating the responses. The supplementals to the resumes are due by January 301h. Based on that, the following process is proposed: Activi Completion Date 1. Council screening of candidate's resumes February 15 2. Preliminary background interviews 3. Further refinement of candidate list and selection of candidates to be interviewed 4. Interview of finalist candidates(s) 5. On -site investigation if appropriate 6. Offer of employment. 1 January 22, 1997 Memorandum 2 At your February Work Session, when you discuss results of resume screening, you can decide if the above are the processes you want to follow, how you want to conduct them, and establish a calendar. The number of resumes that pass your screening process will have an effect on these decisions. Attachments CITY OF KENAI it Gd eat 4 4&� It 210 FIDALGO AVE., SUITE 200 KENAI, ALASKA 99611-7794 TELEPHONE 907-283-7535 - _ FAX 907-283-3014 wFr.aaan 1III'I 1992 Memorandum Datm January 20, 1997 To: Mayor and City Council From: Richard A. Ross, City ManagerO�N_' RE City Manager Search - Preliminary Background Interview What follows are suggestions for your consideration on conducting a preliminary background interview. This would be conducted prior to interview of the candidate What you learn from the background will assist you in actual question development for the candidate interview. While you have not determined how you want to conduct the background investigation, I would suggest that prior to the actual job offer, but after preliminary background and interview, an on -site approach may be apriate. This will depend on the applicant and your knowledge of them. The majority of your preliminary background interviews will be accomplished by telephone. They will also be conducted with people you most likely do not know. In general, it is important to progress from easily answered, non -threatening questions to those that are more difficult. A sample format would be as follows; but realize that the an, received also will generate questions. 1. Introduction of caller and purpose. 2. is a candidate for City Manager. 3. a) You were listed as reference. 1 January 17, 1997 Memorandum 2 b) Your name was provided as someone with knowledge of past performance. 4. How long have you known 5. In what capacities? 6. Do you know why 7. Do you believe 8. Could you describe job strengths? ? left (is leaving) position? would (should) be rehired if reapplied? 9. Could you describe job weaknesses? 10. Describe how dealt with Council. 11. Describe how dealt with community groups. 12. What is the best observation you have heard about I performance as a (City Manager, etc.)? 13. What is the least favorable observation you have heard about I performance as a (City Manager, etc.)? 14. Describe a difficult situation that handled particularly well. 15. Describe a situation that should have been handled differently. 16. How would you describe 's management style? a) What did you like best about it? b) What would you consider a weakness in it? 17. Describe any issues of public controversy and how you think handled them. 18. Were there any major disagreements between and Council and how were they handled? RAR/kh CITY OF KENAI eapi&l aj 4&jka It 210 FIDALGO AVE., SUITE 200 KENAI, ALASKA 99611-7794 TELEPHONE 907-283-7535 FAX 907-283-3014 kvftv-1 'III'1 1992 Memorandum Date: January 20, 1997 To: Mayor and City Council From: Richard A. Ross, City Manager �V — RE: City Manager Search - Candidate Interview What follows are sample questions for an interview. There are no doubt issues that are not important to you in some of these questions. On the other hand, there are no doubt issues not covered that are important to you. Your preliminary background investiaation of the candidate will also result in more questions that you will want to ask. The main point is to have a candidate describe or discuss a circumstance in their past and how they handled it. By structuring the question to address your issue in this manner, you accomplish the following: 1. You are less likely to get a text book answer. 2. Based on a description of past behavior, you can make your own assessment of future performance. 3. You can make your own assessment of the candidates management style. This method of questioning can be uncomfortable because of the extended silence period as the candidate is thinking into their past and recalling events. The key is to live with the silence and let them break it when they begin to answer. 1 January 17, 1997 Memorandum 2 Sample Candidate Interview Questions After general introductory questions, these more probing style questions would be asked. Again, the questions would have to be constructed to fit the candidates experience and background. These are only samples. Discuss a situation in which the Council proposed a policy which you considered fiscally unsound and how you dealt with it. Describe a circumstance where Council was not satisfied over a matter on which they felt they were not informed and your response to their concern.. Discuss a situation where you believe there was Council interference with the manager and your reaction to it. Describe how you would go about assisting Council in making the best use of their time. Describe a situation in which a Council, in a public setting, was going against what you would advise and how you handled it. During budget preparation you believe the finance director has made revenue projections that are too low. You have determined to use higher figures. How would you handle this? Discuss a situation where community members, or an organization, were in disagreement with a policy of Council and how you handled it. Describe a situation as a manager that resulted in high stress for you and how you dealt with it. Discuss specific steps you have taken in the past to reduce employee turnover and increase job satisfaction. You have had to implement a policy with which you knew your subordinate supervisors were not in agreement. Discuss the policy and how you implemented it. A disgruntled employee can cause serious problems over time. How have you dealt with this situation? Describe a situation involving an employee who did not meet your performance expectations and how you handled it. RARIkh CITY OF KENAI cI eapdrd 4 /// , %99 11 210 FIDALGO AVE., SUITE 200 KENAI, ALL,AAS�K,A 99611-7794 TELEPHONE 907-283-7535 FAX 907-283-3014 IPWAMA *�� 'III► 1"z Memorandum Date: December 9, 1996 To: Mayor and City Council From: Richard A. Ross, City Manager Y'' RE: January Work Sessions a. City Manager Selection Processes b. Setting of FY98 Budget Parameters I request that two work sessions be scheduled for January. In looking at the City calendar, the following dates would be available: January 7, 13, 14, 20 and 27. The first work session scheduled would be devoted to establishment of screening criteria for the applicant resumes and follow-up material submitted. It would also include a discussion of the background investigation processes to be used. Review of and revision of the calendar for City Manager selection will be discussed. The second work session scheduled would address the following: A. Finalization of background investigation processes. Discussion of general background investigation and interview issues for which questions should be developed. February work session dates should be set at that time. B. Presentation by Finance Director of FY98 revenue projections, use of fund balance, and discussion of future implications. Discussion with Council on parameters within which the FY98 budget should be prepared. ZT-AININ, 117 �],�� PUBLIC MEETING NOTICE The Kenai City Council will meet in a WORK SESSION at Kenai City Hall, beginning at 7:00 p.m. on Monday, January 27, 1997. Topics of discussion will be the City Manager Search and a budget overview and projection which will be provided by the Finance Director. The public is invited to attend and participate. Carol L. Freas City Clerk Publish: 1/24/97 q-7 . PUBLIC MEETING NOTICE The Kenai City Council will meet in a WORK SESSION at Kenai City Hall, beginning at 7:00 p.m. on Monday, January 27, 1997. Topic of discussion will be City Manager Search The public is invited to attend and participate. Carol L. Freas V City Clerk �. Publish: 1/24/97 rt C�A 9�. 1 1791 - 1991 A CITY OF KENAI . a A = FROM -7S� 9 0 210 Fidalgo, Suite 200 Keaai,.Alaska 99611-7794 Phone 907-293-7535 Fax 907-293-3014 Date Number of Pages