HomeMy WebLinkAbout2001-02-15 Council Minutes - Work SessionKENAI CITY COUNCIL WORK SESSION
FEBRUARY 15, 2001
CITY MANAGER SEARCH
Council Present: Williams, Bookey, Swarner, Moore, Porter, Bannock and Frazer
Staff Present: Freas, Ross, Graves
Others: Hal Smalley
Council reviewed information received from AML ("How to Hire a Manager" from the
AML, Newly Elected Officials Handbook) and "Format for Applicant Resume"; and
"Criteria Sheet for Executive Director/ Program Director Review" from the Kenai
Peninsula College.
Handout Comments:
• The College's criteria sheet can be patterned after the job description
used, adding the qualifications desired as the minimum standard.
• The AML information included an assessment suggestion: As part of the
interviews, each candidate be given the same task and each present their findings to
council and audience. Council liked this suggestion.
• "Don't Ask" questions were reviewed.
Scoring Comments:
• Bookey stated he would probably use his gut feeling in scoring
candidates, however use a scoring mechanism as a guideline.
• Scoring can be used to see whether the candidate qualifies for the job
description and then the gut feeling is noted.
• Moore noted he found the previous scoring mechanism very
cumbersome, however in the end, his findings were close to everyone else, even
though some didn't use the scoring mechanism.
• Porter stated she never used a scoring system when doing her hiring.
She was concerned that if a scoring mechanism was used, council would be tied into it
and a candidate could compare scores and challenge the choice made.
• Williams suggested using scoring for the first go -around and use the
scoring mechanism to remember items about each candidate for later in the search.
• Frazer suggested council needed to know what type of manager they were
wanting in order to know how to score a person, i.e. marketing of the city, people
skills/employee manager, financial, nuts and bolts type, etc.
• Porter stated she believes council is looking fora manager/leader and
some of the qualities that make a good leader.
• Ross stated leadership is vision (political leader) and finding consensus
(manager leader) .
• Frazer stated references and background checks will bring out
information that cannot be garnered from interviews and a scoring system. He agreed
with Ross and believed they were looking for a manager that can handle people and
get the consensus of the department heads, etc.
• Bannock stated he had been frustrated with the previous scoring system.
If they can all agree with the qualities for which they were searching, a simple one -
page
list could be developed with them included and used in the first phase of the
p
search. The greater the number of applications received, the more broad range the
first phase review would be. After the first phase is completed and council has the
CITY COUNCIL WORK SESSION
FEBRUARY 15, 2001
PAGE 2
number of applicants they want to go into a second phase, then review each
application individually and much closer.
• Ross noted he was reviewing the applications as they are received,
determine whether they meet the minimum requirements. The applications are being
kept in separate binders, those who meet minimums, those who don't. If when
council reviews them, they each have the ability to move applications from the "not
meet" to the "meet" binders.
• Swarner agreed with Bannock and suggested a one -page list be
developed to be used during the process. She noted she would not be looking as
heavily on municipal management experience as was done the last time because it's
the management style and experience that is important.
• Attorney Graves noted he believed a court would direct the city to release
scoring sheets as public information.
What type of manager desired:
1. Implement policy of council
2. Supervision of department heads to deliver services
3. Be an ombudsman to the public
4. Resources for budget management
Use the first three things for the score sheet and other abilities (selling the city,
involvement in Chamber, etc.) would be the tie -breakers.. Skill -based questions will be
used after that for interviewing (discuss the worst situation you were involved with a
city council and how did you resolve it). In the past, problems have been with
managers who couldn't do one of the things or a combination of the three.
If more than 30 applicants, have the city manager review and sort them. If less than
30 applicants, council will review every one. As long as council gives him criteria,
Ross will make a group pick, but wants council to look at the others too and be able to
add applications back in. Graves will work with Ross in reviewing and sort out the top
30.
Bannock asked if an applicant didn't pass every one of the tests by omission, would
the council ask the person to provide more information. Porter stated she would not.
Bookey stated only if the person was one of his top five and it would be up to a council
member to convince other council members why to pursue someone not in the top
five. Graves stated it would be appropriate to ask an applicant to expand on an issue.
Ross suggested another option would be to hire a firm who generates specific reports.
Kevin Ritchie (AML) has agreed to research it and would be doing some checking.
Doing this could narrow down a group of four or five.
Ross noted, after an application is received and found the person meets the minimum
qualifications, a letter requesting supplemental information is sent. When the
elimination process gets down to two/three individuals, an invitation would be made
for the applicants to come to Kenai and bring a presentation for review. Ross
CITY COUNCIL WORK SESSION
FEBRUARY 15, 2001
PAGE 3
suggested the skill -based interview be done and then request a presentation be made
on a specific subject, giving the applicant three or four hours to develop the
r presentation because the person should be knowledgeable about the town, the budget,
etc.
Ross stated he felt encouraged council would be able to find a good city manager. The
city is in good financial shape; he's leaving the position because he wants to; there's a
great atmosphere with council and employees, etc. Ross added, he was not aware of
any big problems in the future other than the gravel pit situation on Beaver Loop and
he has requested staff members to put together the issues and problems, narrow them
down, and then speak to them during the update of the Comprehensive Plan. He also
noted there are some overlapping grants that affect Municipal Park, but unless the
Park is changed from a park in the next 20 years, he didn't think it was necessary to
change anything at this time. Ross also noted there were still some DEC issues on the
airport lands and shop yards.
Porter asked, when getting down to discussing applicants in order to make a hire, are
those discussions open to the public. Answer was yes, however if an executive session
is used, an applicant has the right to be present during the executive session.
Breakfast with Industryepresentatives:
Williams noted he added several more to the invitation list, i.e. CIRCAC and CISPRI,
Chamber officers, etc. Approximately 20 RSVP's had been received. It was noted
there was no agenda for the breakfast, only a meet and greet situation. Swarner
suggested keeping the group small and industry -based and have other breakfasts, etc.
with other groups.
Cunningham Park:
Williams reported he and Bookey met with owners of adjoining properties of
Cunningham Park to discuss purchase prices, etc. and then sent an informational
letter to Representative Eldon Mulder in regard to acquisition of properties at
Cunningham Park and the development of a boat ramp.
Spur Highway Discussion:
A very brief and general discussion followed in regard to the possibility of rezoning the
Kenai Spur Highway, developing a core center of town, etc.
Notes transcribed and submitted by:
APPROVED BY tx�a�ot
Carol L. Freas, City Clerk � �