HomeMy WebLinkAbout1996-10-14 Council Minutes -Work Session•
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KENAI CITY COUNCIL
WORK SESSION
OCTOBER 14,1"6
KENAI CITY COUNCIL CHAMBERS
7:00 P.M.
COUNCIL PRESENT: Williams, Measles, Moore, Bookey, Bannock, Swarner and
Smalley.
STAFF PRESENT: Freas, Graves, Ross, Kornelis.
Others present: Larry Simmens, Dori Lynn Anderson (Clarion)
ARFF PROJECT:
The work session started at approximately 7:02 p.m. Mayor Williams introduced
representatives of Morrison Maierle (Helena, MT) and Symtron and asked them to give
a short report as to the progresp of the Aircraft Recovery Fire Fighting School.
Tim Orthmeyer reported they had met with city staff and went over the major phases of
the project and direction was given in regard to the preliminary scope of the project.
They hope to have the preliminary design completed by the end of November and the
major elements of the project identified, i.e. what the parts of the building will be, the
function they will serve, where the site will be and a preliminary cost estimate. They will
then start the process of the propane vendor selection (equipment manufacturer and
supplier). They will be advertising the bid in November and have the bid opening in
December. There is one firm eminently qualified but others in the field. Mr. Haymond
(Symtron) reported Symtron had been involved with the building of all 12 ARFFs in the
United States. Mr. Haymond gave some background information about Symtron. They
have many -patents -and are primarily training (pilots,- submarines, fire fighters, etc.) He
also- reported this site would be reviewed for international use because FAA is -looking
toward the Far and Near East, Russia, etc. where US planes land as there is more
emphasis on those countries following the same rules as US airports follow.
The Far East is very interested and he believes there is a strong market for people from
Japan and Korea to come to Kenai to use the school. There will be economic gains for
Kenai through hotel/motel, restaurants, etc. Mr. Orthmeyer also reported it would take`
two years to construct the school. The underground, structures, etc. would be built
during the first year and placement of the equipment the second.
They are working with two local firms: Kluge & Associates will supply the architectural
services for the building and Win. Nelson & Associates who will provide some of 'the
utility and roadway design into the site, sewer plant requirements, etc. It is an $8 million
contract.
KENAI CITY COUNCIL WORK SESSION
OCTOBER 14, 1996
PAGE 2
Councilman Moore asked what type of support services would their firm provide after
completion. Mr. Haymond answered their firm would hire a local person to be the
superintendent of the project and who would monitor the project during the whole
construction. The systems are bit tested (they may be tested via phone line). The
superintendent will have a lengthy training session. They generally have a 24-hour policy
for parts. If problems come up, they are handled quickly.
CITY MANAGER SEARCH:
City Manager Ross reviewed information included in the packet with council. The
information included a schedule for city manager selection, process of review of resumes
and a draft letter requesting additional information from the applicants. Ross asked if
the calendar was acceptable to council.
Smalley answered he liked it and Swarner noted she liked -the idea of the applicant
• submitting newspaper articles and editorials.
Ross noted the schedule would commit council's time. He explained the proposed
process would have the applications reviewed to see if they meet the minimum
requirements; those meeting the minimum requirements would immediately be sent the
letter requesting additional information; those that do not meet the minimum
requirements would be held for council review (on a bi-weekly or weekly basis) and
consideration. Those that do not meet minimum requirements, -but that council wishes
to consider further, would also be sent the letter requesting additional information.
Swarner stated during the last search, they did not visit the communities of the finalists
but felt that was something needing to be done this time. Williams stated he hoped that
they would find someone from Alaska and travel outside would not be necessary.
Bookey stated if the applicant is from Alaska, a visit would be easily handled. Also, if it
is someone from the state, council may know the person or the community from which
they come. He added, he was not comfortable with sending someone to visit a
community of an applicant as he didn't think someone could be there long enough to get
to know the area, etc. Williams suggested someone could travel to the community where
the person worked prior to their present job and could probably learn a lot more about
the applicant.
Bookey stated he thought the calendar was a good one to work within. Ili by January or
I* February, council had not yet made a choice, they could take longer.
KENAI CITY COUNCIL WORK SESSION
OCl'OBER 14, 1996
PAGE 3
Council discussed whether prior experience as a city manager would be required.
Williams he was not locked into having to hire someone with city manager experience.
Smalley stated he thought there were other aspects of experience that could take the
place of city manager experience, i.e. effectiveness with legislature, ports and harbors,
airports, etc.
Swarner stated she would be looking for a strong manager and would prefer a former
city manager because that person would know more of how a municipality functions.
Williams .asked if council wanted to use the same point system as they used in the
previous search. Swarner stated she had a real problem with the Alaska residency as she
thought some applicants had received more points for living in Alaska. Smalley stated
he didn't have a problem with giving points for Alaska residency as he didn't think those
five points were that crucial. Swarner stated she felt some of the applicants way have
been more qualified and were not included in the finalists because of not having those
points. Williams stated he would be more biased toward Alaska residents.
Moore suggested that since most of the council was involved with the last search they
discuss mistaken they may have made during that process to help in working out the
process for this search.
Ross asked if council had objections to the calendar and the screening in and out of
applications he proposed in the information presented to them. There were no
objections.
Bannock asked if the council's review of the applicants not meeting the minimum
requirements would take place during a work session or council meeting. Measles
suggested those applications should be placed in binders and council could review them
on their own. If there are some that a councilmember feels should be reviewed closer, it
could be tagged for additional review. Ross stated also that after the applicant receives
the letter requesting additional information, some applicants may choose to drop out of
the process. Ross added, two of the items requested (in the letter) would give a lead
into the applicant's writing style.
Williams asked why the essay question was included. Ross answered because some
council's like to use them. Williams added, it still would not be known if the applicant
would be the writer of the essay question answer. Ross noted, the essay question was a
suggestion and it was up to council to determine whether one should be included in the
letter. The other items would allow council some leads for investigation of backgrounds.
• KENAI CITY COUNCIL WORK SESSION
OCfOBER 149 1996
PAGE 4
Request for Additiop_al Info mal on I.ette
Discussion followed regarding the letter which would be sent to applicants, meeting the
minimum requirements, and requesting additional information. Paragraph #2 requested
newspaper articles, editorials, etc. from past years. The amount of years was left blank
for council to determine. Williams suggested the amount of years should be five.
Bannock disagreed and suggested it should not be limited. He added, he felt more
would be learned about the applicant if there was no number of years included. Also, if
an applicant submitted very old articles, it would be up to council to sift out those
persons as perhaps not being very active in recent years. _
Moore asked if they would be requesting employment history. Williams stated it would
be included in the resumes. Williams suggested stating "significant newspaper articles."
Williams added he agreed with Bannock that they could sift out the articles there were
out of date, etc. Swarner stated she preferred leaving a number in the paragraph.
Bookey and Williams stated they were not locked in to either. Bookey stated he would
be okay with leaving the amount of years for articles open. Smalley added, council could
always contact newspapers.
Moore asked how much weight would be given to the newspaper articles. Ross
answered, very little, but the articles would give leads for background checks, etc. Moore
suggested asking for articles and editorials "from recent years." Council agreed.
Williams referred to Paragraph 3 of the letter in which it suggested performance
evaluations could be included and stated not a lot of credence should be given to
performance evaluations. Swarner stated she liked the first sentence. Ross stated he
had discussed the performance evaluations with City Attorney Graves. Graves had stated
in some states performance evaluations are not public information. That was why the
sentence said they "may be" submitted. It would be the applicant's choice to forward
them. Smalley stated he had no objection to leaving the sentence as long as it was stated
the choice (to include evaluations) was left to the applicant.
Measles stated council would not be locking into anything on the first pass. Smalley
asked how they would evaluate those applicants requesting their present employers not
be contacted. Bookey stated he did not remember that being a big problem during the
last search.
Ross stated he wanted to make sure the letter was acceptable by council. Smalley
40 questioned the essay question and if council wanted to include essay questions in the
• KENAI CITY COUNCIL WORK SESSION
OCI'OBER 14,1996
PAGE S
letter. Smalley added, a lot could be found out about an individual through essay
questions. Ross suggested a question could be, "Discuss your philosophy of the role of
city manager and council in a council/manager form of government." Ross added,
council would be evaluating the person on their ability to communicate, in wetting and
verbal (for finalists). Also, "What are the responsibilities of a city manager to the council
and council to the manager." Ross added, the answers should be complete in two pages
or less. Council agreed those questions should be included as essay questions.
Ross stated the answer to the essay would give council a sense of where the applicant
was in regard to working with a council and also how the applicant can communicate.
Bookey asked if it was inappropriate to ask for handwritten answers. Council decided it
would be inappropriate as most communication is now done through printed work.
Ross suggested as council was developing criteria for the hire,. they consider what made
people unsuccessful as city managers in the past -- what were the failures, i.e.
management style, fiscal controls, not keeping council informed of everyday actions, etc.
S Identification of those items may help them develop the criteria for this hire.
Smalley stated he would like Ross' thoughts on an evaluation system and his ideas. Ross
stated he would prepare one but wanted it clear the council had to choose its own
criteria. He could set up a grid system for council to review and assign the points.
Smalley stated that would be helpful to him. Ross added, he would then like council to
call him with ideas and he would include them in the system. He suggested he would
include, that information with the next meeting's packet.
Williams suggested "environmental controls, pollution controls, etc." be included with the
criteria. Ross stated, the important question in regard to all the criteria that could be
listed would be how the manager utilizes the resources available, not whether they kpow
the DEC regulations, airport regulations, etc.
Williams stated he didn't want to use a headhunter or have someone hired that would
come in and get new staff. Ross noted, the Kenai Municipal Code would not allow that
to happen. Moore suggested council review "The One Minute Manager" for information
in formulating criteria.
Ross stated he had reviewed questions that had been asked during the last interviews
and suggested this time they ask questions which would predict behavior for future
performance. He added, when the interview time came, he would like to give council
• some ideas for questions to ask during the interview. Questions would be stated so
. KENAI CITY COUNCIL WORK SESSION
OCTOBER 14, 1996
PAGE 6
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council could evaluate them on past perfornuanCo. Ross offered as an example,
"Describe the circumstances where you've dealt with a disruptive employee and how did
YOU Dandle it?" Ross stated, when looking for future performance, using a behavioral -
based interview is a better predictor.
Most Sj�ste�n:
Williams asked if council wanted to discuss the point system. Smalley suggested they
wait until Ross put together a grid system for their review.
Swarner questioned how much management experience and education they would be
requiring. Ross noted, that information was already in the advertisement.
APPROVAL GIVEN:
Council approved the following:
1. Schedule for City Manager Selection.
2. Process, including binders for council to review the applicants without the
minimum requirements.
3. Letter.
a. Paragraph No. 1
b. Paragraph No. 2 -- instead of amount of years, it should stated "from
recent years."
C. _Paragraph No. 3 -• inclusion of performance evaluations should be the
applicants' option.
4. Essay questions to ask:
a. "Discuss your philosophy of the role of city manager and council in
a council/manager form of government."
b. "What are the responsibilities of a city manager to the council and
council to the manager."
Graves noted he had prepared a draft employment agreement which had been included
in the October 16, 1996 council packet at Attorneys Report.
It was asked if council wanted to have a work session to review the applications. Ross
suggested no work session be scheduled until after January 8 as that was the deadline for
applicants to forward the requested additional information. Council agreed.
.' •rt rye'
• YEN'4I CITY GbUNCIL WORK SESSION
OC!'OBER 14, 1996
PAGE 7
IWilliams requested the a
Howard log them . ,PPlications be numbered. Ross stated h
name. � b''�ng them a number and keepa m e would have Kin
aster list with the Humber and
Chan es to Intern 1 Procedures•
items
reported he was making a few c ms which he felt had not been staffed
in internal r
which ma Procedures due to a number of
Y have noted a co fled properly. OSe items included
did not require councils review,
that went into the packet whichCOesP°Ddence,
other departments cruse some items may require review he felt really
other d pa men from staff addressed Placement w the packet, he felt t or action b
information to other departments, d to him t �t necessary to have Y
, if After his review, he
head, and decide whether it �s so lyq discuss the matted forward the
something that requires council', at eD�o a department
P rtment
Ross added, he prefers not having to n•
sometimes confusiD g do substitute ordinances and resolutio
g• He wants to be able to forward info
resolutions, etc, to council in a clear form ns � they are
which has been reviewedrmby otheCeS,
departments. Anew city manger w�b
uld be able to follow through y other
Ross noted two exceptiong with that as well.
disagreement with his decision o this would be if the department
council or if the matter had to float the matter would not needt o d has a significant
added, he was not wanting to restrictt� his be forwarded to
(Ross) non-performance of his ob.
staff work to council. Ross asked if councilf°�a�On to council, but to attempt Ross
had any objections. n'!Pt to get better
Bookey stated he fully supported it
as the packet that were irrelevant and n he thought there was a lot of m
objections. of requiring aterials included in
. g council review, There were no
Council decided another work -session the Januaryg on would be required, but would
, 1997 deadline for additional information
nforn�a • not set it until
would forward the grid to council with their bon from applicants. after
work session would be scheduled at the eir November 13 packet. Williams
added, he
November 13 meeting, aD�s sued a
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KENAI CrrY COUNCIL WORK SESSION
OCTOEER 14, 1996
PAGE 8
The work session ended at approximately 8:30 p.m.
Notes transcribed by:
/ -1 . , & 4 C/ 6 g, x �--'
Carol L. Freas, City Clerk
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