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05-14-12 CC WS Mtg MinCITY OF SHOREWOOD CITY COUNCIL. WORK SESSION MONDAY, MAY 14, 2012 MINUTES 1. CONVENE CITY COUNCIL WORK SESSION 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:15 P.M. Mayor Liz6e called the meeting to order at 6:15 P.M. A. Roll Call Present. Mayor Liz6e; Councilmembers Hotvet (arrived at 6:18), Siakel, Woodruff and Zerby; Interim Administrator /Director of Public Works Brown; Finance Director DeJong; Planning Director Nielsen; and Engineer Landini Absent: None Mayor Liz&e noted that a camera has recently been installed to capture the audience and a microphone has been installed over the audience area to pick up attendees comments if they speak from that area. Therefore, comments made in the audience may be recorded. B. Review Agenda Zerby moved, Woodruff seconded, approving the agenda as presented. Motion passed 4/0. 2. CITY ADMINISTRATOR POSITION Mayor Liz6e thanked Interim Administrator /Director Brown and Deputy Clerk Panchyshyn for putting together information regarding the process for filling the city administrator position. The stated the information provided is very clear. The information also lays out the process that has been used in the past as well as other options that are available to Council. She noted that she has spoken with both Brown and Panchyshyn about this. Liz6e asked Council to share their opinions about how they would like this to move forward. Councilmember Zerby also thanked staff for the time they took to assemble all of the information. He stated that because it is almost June and being it is an election year he favors seeking a more temporary solution for a city administrator for the remainder of this calendar year. The new members of the 2013/2014 Council could then hire a person to fill the position on a permanent basis. They would be the people that would work with that person for a longer period of time. He suggested discussing options for a temporary solution. For example, an internship, a temporary city administrator from outside and so forth. He noted because Interim Administrator/Director Brown is serving in that interim capacity it is taking time away from his Public Works responsibilities. He clarified he does want to move forward with developing the position analysis and City profile, including staff s perspectives, as soon as possible. Staff works as a team with the city administrator being part of that team. Staff would have a reasonable idea of what, if anything, they thought had missing from the team with the person(s) who filled that position in the past. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES May 14, 2012 Page 2 of 5 Councilmember Hotvet arrived at 6:18 P.M. Councilmember Siakel stated that she agrees that hiring someone in the interim would be a good option. She has given some thought to seeking a part-time city administrator for the interim. The League of Minnesota Cities (LMC) website could be used to try and find a person willing to do this on a temporary basis. She supports creating a committee that would include two members of the City Council, two staff members and possibly some past leaders or members of the community. She recommended the time be taken to ensure the right person for the position is found. There is no need to rush into filling the position permanently. She recommended using the LMC's website to solicit applicants for the interim position, establishing a committee to interview candidates and developing the profile for the position. Councilmember Woodruff stated there is some benefit to allowing the 2013 members of the Council to have input into selecting the future full-time, permanent city administrator because at least two of them will be around for four years after the end of this year. He then stated if the selection is not made until 2013 members have been sworn into office, it is likely the person would not be onboard until March of 2013. Approximately one year after the previous administrator left his position. He noted he is reluctant to delay hiring a replacement until then. He stated he thought it would cause undue burden on staff. If a person is selected on an interim basis there is still a learning curve that would be several months long. Woodruff then stated he prefers to hire an executive search firm to conduct the search. Doing that is expensive, but he is not sure it will be more expensive than doing it with staff members. He explained that when the position was last filled a search firm was used. The person conducting the effort provided Council with a great deal of information based on that individual's knowledge of the market. That individual also had a very good way of vetting potential candidates, and he didn't think members of the Council or staff could accomplish the same tasks very well. He stated whether that professional search is conducted in the near future or later is up for discussion. He then stated if the position profile needs review then he agrees with Couneilmember Zerby that the effort should be started as soon as possible. Councilmember Siakel commented that she agrees that waiting until March of 2013 would drag the filling of the position out. She stated she believes candidates could be vetted prior to the incoming 2013 Council be sworn in. Pre -work could be done. She noted that she spoke with a few people at the City of Wayzata and based on what she heard she thought they did a relatively good job of vetting candidates and making sure the selected candidate was a good fit for the staff at Wayzata, the Wayzata community and the person offered the position. She stated she would like to flush out more about what Council, staff and others thought the qualities and skills of the right person would be. She also would like to revisit the job description. She then stated using an executive search firm is an option; an option she is open to using. An interim administrator could potentially help in finding a candidate to fill the position. She noted she supports hiring an interim administrator for the remainder of this year. Councilmember Hotvet stated she has spoken with several people about things such as experience. She then stated she strongly recommends that Council and staff have a solid position profile and framework for what the city administrator's job will entail for a number of years to come before hiring one. A person that can satisfy the community's needs, the staff's needs and the Council's needs. She would rather it take longer to find a person if the process used to find that individual will be stronger. She cautioned against rushing the process. Mayor Lizde noted that she agreed with the other four Couneilmembers. She commented that Councilmembers and staff members all have good ideas. She stated she would not be fond of rushing this process. She explained that she has been involved with this process twice before and it usually takes more time than was anticipated. She noted she is very pleased with the information provided by Interim Administrator /Director Brown. She stated she supports hiring an interim experienced city administrator. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES May 14, 2012 Page 3 of 5 She then stated a number of potential interim candidates' names can be found on the LMC's website, and that a number of people have contacted her by email. She commented that there is interest in the City's open position. She expressed support for establishing a committee to review and refine the current position profile and job description, and also for providing the 2013 incoming Council the opportunity to finalize the selection of the replacement administrator. Councilmember Zerby noted that the City has the good fortune of having a very experienced team of staff member. He stated they can effectively work in the absence of a city administrator or with an acting city administrator. Staff would also do well with an intern or temporary person. An intern or temporary administrator could ultimately end up being the right person for the permanent job. He noted that he has also been through this process twice before. He and Mayor Lizke have realized the benefits of an executive search firm. He also noted that no matter what the advice of an executive search firm is it is ultimately up to Council to make the decision. He suggested moving forward with ensuring the right pieces are in place first and establishing a committee to do that. Councilmember Siakel stated she can support the intern idea. She noted that she tends to agree with all of Councilmember Zerby's suggestions and comments regarding this topic. She then stated the City doesn't have any pressing issues that need to be addressed at this time, and that the City is operating well because of the great staff. If there were a major pressing issue that needed to be resolved she would want the process to move forward at a faster pace. She reiterated it is important to make sure the candidate selected is one that can be around for the long term. Mayor Lizee noted she strongly supports having staff members involved in this process. She explained that she and Councilmember Siakel have been serving on the personnal committee. She stated that her plate will be quite full for the next couple of months. She asked Councilmember Zerby if he would step in and take over her role on that committee for a few months and work with Councilmember Siakel and perhaps Deputy Clerk Panchyshyn to identify what the desires are in a candidate for an interim city administrator. Councilmember Zerby stated he would be honored to do that. He commented that sometimes the city administrator is a political position. He stated he would like there to be some diversity of opinion on the committee. He noted that Councilmember Siakel has a great background and a lot of experience with personnel matters with both the city and in the corporate world. He expressed his support for having her on the committee. He suggested that Couneihnember Woodruff be the second Councilmember on the committee. He thought there are areas where the two of them have similar approaches yet there are also contrasting approaches as well. He noted a decision cannot be made during this work session. Mayor LizBe asked Councilmember Woodruff if he would have time to be a participative member on the committee. Councilmember Woodruff stated he would be willing to be the second Councilmember on the committee and to find the time to do the work needed. He then stated he is at best lukewarm to the idea of having an intern as the interim city administrator. He noted he is committed to malting the process work in order to find a good city administrator. Councilmember Zerby stated the staff members could be either Interim Administrator /Director Brown and Director Nielsen, or Brown and Deputy Clerk Panchyshyn, or Nielsen and Panchyshyn. He then stated he agreed with including former leaders on the committee as well. Councilmember Woodruff suggested staff members decide who the two staff representatives should be. He commented that at some point in the process all staff members should be involved. CITY OF SHOREWOOD WORK SESSION MEETING MINtiTES May 14, 2012 Page 4 of 5 Councilmember Siakel stated she likes the idea of having a diverse membership on the committee. She then stated she thought Deputy Clerk Panchyshyn would be a great person to have on the committee. She suggested having Director Nielsen as a member. She stated she would like to have a member of the community on the committee. Having an outside perspective would be helpful. Preferably that person would be someone who has been involved with the City at a high level before and can see the big picture. Councilmember Woodruff suggested having Director DeJong on the committee because he has held finance director positions elsewhere and he has been employed by the City for a while. He noted that Director Nielsen and Deputy Clerk Panchyshyn have been employed by the City for a long, long time and they need to be used in the process. He stated he thought DeJong would have a fresh perspective. He reiterated that he would like staff to select the two core staff representatives, noting eventually all staff members will be involved to some degree. Mayor Liz& asked Interim Administrator /Director Brown to put the topic of two staff members for the committee on this week's staff meeting agenda. Councilmember Siakel stated staff could identify who would like to participate on the committee. She then stated she wanted this process to get started as soon as possible. Councilmember Woodruff stated if Council can agree that staff will decide who the two staff representatives on the committee will be then the process can get started. Councilmember Zerby noted that earlier he referred to staff as a team with the city administrator being a member of the team, and that he suggested that staff be a part of the process. Councilmember Siakel asked who has responsibility for ensuring there is a posting on the LMC's website about an interim city administrator opening with the City. She stated if there is seriousness about hiring an intern she asked how to go about finding qualified candidates. She again noted that she likes the intern idea. Mayor Liz&c stated the intern option should be one of the options considered for the interim position. She suggested the committee talk about various options and ideas and present their thoughts at the next Council meeting. If that can be accomplished, then maybe a new interim city administrator could be selected by July. Councilmember Woodruff expressed he is troubled be the possibility of an intern. He stated the interim city administrator position is the leader of the staff. Not, a leader in training which is what the City would get with an intern. It is very likely the intern would not have all of the tools to do the job, and staff would have to train that person. He then stated an interim candidate with all of the qualifications is a different story. He asked what an intern would bring to the table other than new ideas. He stated he was not sure an intern could pull off being the so called manager of the staff. He clarified if there is a super intern out there he would not be opposed to going that route. Councilmember Siakel clarified it is about looking for options. Councilmember Zerby suggested at least finding out what possibilities there are for an intern option. He stated it is difficult to find a temporary leader and plug them into place. It is the individual that will count. Councilmember Siakel agreed it has to be the right person. Zerby stated it is a temporary position and he doesn't see that position being the leader of the organization for six months. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES May 14, 2012 Page 5 of 5 Councilmember Hotvet asked if it would be possible to have an interim city administrator and an intern as well. Councilmember Woodruff stated the interim and/or intern has to be given the responsibility and authority to do the job. Councilmember Siakel stated the point is this is an opportunity to think outside of the box, and not have just a rigid perspective of what the city administrator has to be. She suggested taking one step at a time. Councilmember Woodruff stated he thought the committee and Council needs to decide what the interim city administrator's responsibilities will be. Interim Administrator/Director Brown summarized the direction provided by Council. A committee will be formed comprised of two Councilmembers ( Siakel and Woodruff) and two staff members (to be determined by staff). It is possible a member of the community with government experience may also be added to the group. Councilmember Woodruff stated he assumed Council will give direction to authorize this process be started during the Council meeting immediately following this work session. Councilmenber Zerby stated he will amend the agenda for the Council meeting to include an item to establish a committee. 3. ADJOURN Woodruff moved, Zerby seconded, Adjourning the City Council Work Session of May 14, 2012, at 6:42 P.M. Motion passed 510. RESPECTFULLY SUBMITTED Christine Freeman, Recorder Q;W6" lam= Christine Lizee, Mayor AT rA , Interim City Adminis ra ora or C