Loading...
HomeMy WebLinkAbout1983-11-14 392 MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA November 14, 1983 ************************ The Commission of the City of Bozeman met in regular session in the Commission Room, Municipal Building, November 14, 1983, at 4:00 p.m. Present were Mayor Stiff, Commissioner I Weaver, Commissioner Vant Hull, Commissioner Anderson, Commissioner Mathre, City Manager Evans, Assistant City Manager Barrick, City Attorney Crumbaker-Smith and Clerk of the Com- mission Sullivan. The meeting was opened with the Pledge of Allegiance and a prayer by Commissioner Weaver. Action on the minutes of the regular meetings of October 3, 1983; October 17, 1983; October 31, 1983; and November 7, 1983, was deferred for a period of one week. None of the Commissioners requested that any of the items listed under Consent Items be removed for discussion. Explanation of the Urban Development Action Grant (UDAG) Program - Ted Zelio, Department of Housing and Urban Development, Denver, Colorado City Manager Evans stated Mr. Ted Zelio, Department of Housing and Urban Development, Denver, Colorado, was present to explain the Urban Development Action Grant Program to the Commission. Mr. Ted Zelio, Development Officer, Department of Housing and Urban Development, stated the Urban Development Action Grant program began in 1978. He stated 25 percent of the $440 million appropriated by the Federal Government is set aside for small cities. He stated small cities are defined as those cities under 50,000 population. He also noted there is no regional allocation of monies; but all small cities compete on a national basis for the funds. He noted the competition is conducted quarterly, with the small cities competition being held the second I month of each calendar quarter. Mr. Zelio stated a City does not repay the monies to HUD. However, the City does recapture the grant monies through a loan to the developer; and those recaptured monies can then be used for any project that qualifies under the Title 1 HUD program. Mr. Zelio then reviewed the criteria that are used in reviewing an application. He noted the major areas are (1) the number of new permanent full-time jobs created by the project, especially for low- and moderate-income persons; (2) the annual taxes generated by the project; (3) the amount of private monies leveraged by the project; and (4) the proposed recapture of the loan monies. Mr. Zelio stated personal and corporate assurances must be submitted to HUD prior to approval of a UDAG project appl ication. Mr. Zelio then stated the UDAG program is divided into three categories: (1) industrial; (2) commercial and/or retail; and (3) neighbor- hood projects. He stated the national allocation of the UDAG funds is based on a 1/3 split of the available funds for each category. Mr. Zelio stated the Department of Housing and Urban Development has prepared a pre- liminary list of eligible cities from census data. He noted updating of the list is completed on roughly an annual basis. Cities that meet three of the following four criteria to be pre- liminarily eligible: (1) per capita income of a certain percentage of residents must be below the poverty threshold as set by HUD; (2) population change is one percent or less growth or is a decline; (3) percentage of housing stock constructed prior to 1940 meets a specified percentage; and (4) a specified percentage of the population or more is below the poverty level as defined by the Department of Labor. If a City wishes to become eligible to apply for UDAG monies, it must complete an application form which (1) indicates efforts the City has made to address I housing needs for low- and moderate-income persons, and (2) provides information on the City employees, including occupation, salary range and ratio of minority employees. He stated if the application is approved, the City is then given full eligibility status and may submit one or more appl ications during the second month of any calendar quarter in which competition occurs. Mr. Zelio then stated if the City is awarded monies through a UDAG program, 3 percent of the grant monies can be used for City administration, including accumulation of data, and 11-14-83 393 preparation and submission of the grant application. -He then stated a City must obtain full eligibility at least sixty days prior to the month in which it wishes to submit an application. Commissioner Vant Hull asked if competition is stronger is one of the funding categories than in the others. Mr. Zelio stated the major competition is in the commercial and/or retail category. He I stated the industrial category is probably the best in which to compete because HUD is always searching for good industrial projects. He then stated there are not usually many applications in the neighborhood projects category. . Commissioner Weaver asked about the use of UDAC monies and I DR bonds for a project. Mr. Zelio stated I DR bonds are a common financing tool with UDAG monies. He noted the developer often realizes a 2- to 3-percent differential in the interest rates through this method of financing. He also noted that the usual cap for lOR bonds is $10 million, but if UDAC funding is available for a project, the cap is $20 million. Commissioner Weaver then asked if the City would be involved in repayment of UDAC monies through the UDAC program. Mr. Zelio stated the UDAC monies are initially given to the City for loan to a developer. The funds that are repaid to the City and can then be used for community development under Title I of the Community Development Act. He stated housing is a logical area that Cities have used through the revolving loan process. Commissioner Weaver asked if the application would be strengthened by listing housing as the second use of the grant monies. Mr. Zel io stated the housing aspect would be used as a tie breaker, but it would not strengthen the original application. Commissioner Vant Hull noted $110 million is set aside for small cities. She asked how many Montana cities have received UDAG funding. Mr. Zelio stated not very many Montana cities have submitted successful appl ications. I Those that have been successful include Chinook, Great Falls and Missoula. Commissioner Weaver asked who must accept the responsibility and obligations if a project fai Is. Mr. Zelio stated if an award of UDAG funding is made, the contract is between the the Department of Housing and Urban Development and the City, with the monies to be repaid by the developer to the City. He also noted guarantees are required for payment in case of default. He stated the Department tries to make sure the City is in a secure position for recapture; and it is the City's responsibility to take the necessary steps to recapture those monies. Commissioner Weaver asked if lOR bonds are considered cash or as a loan guarantee. Mr. Zelio stated HUD views lOR bonds as leveraging of private funds. Commissioner Anderson asked if the emphasis for the UDAC funds could be reversed, with housing being the primary emphasis and commercial property being the secondary emphasis. Mr. Zelio stated that approach is being used more and more. He noted housing applica- tions are difficult to get approved because they do not generate new jobs; and it is difficult to get lenders to commit to the total number of units being constructed. Commissioner Anderson asked about the disadvantages to City's becoming UDAC funding eligible. Mr. Zelio stated it is frustrating for Cities to submit appl ications and not get awards. He also noted there are costs associated with preparation of an application, including staff time. He also stated default in a project results in an unpleasant process, including legal staff time I and possible hiring of other individuals to pursue the matter. Mr. Zelio then stated HUD will help Cities prepare applications for UDAG monies. He noted if an application is submitted in February, a City should know by May 1 if the project will be funded. He stated HUD requests a specific construction schedule for the project appli- cation. He stated funds are drawn down and private monies expended as the various phases of construction are completed. He stated HUD then checks the employment estimates one year after the project is constructed. Mr. Zelio stated from award of UDAC funds to the close-out and audit is not to exceed four years in a typical situation. 11-14-83 391i Commissioner Weaver asked if recaptured funds could be used for infrastructure im- provements in low-income neighborhoods. Mr. Zelio stated they can be. Mayor Stiff asked who would own a project in the event of default. He also asked what the City's involvement would be. Mr. Zelio stated the bank would probably own the project, since it would be the first I lender. He stated when a project seems to be in trouble, the UDAG monies can be frozen, and the City can salvage a portion of the UDAG funds. B rea k - 5: 03 to 5: 1 0 p. m. Mayor Stiff declared a break at 5:03 p.m.,to reconvene at 5:10 p.m., in accordance with Commission policy established at their regular meeting of March 14, 1983. Ex lanation of the Urban Development Action Grant (UDAG) Pro ram (continued) - Ted Zelio, epartment of ousing and Urban eve opment, Denver, Commissioner Vant Hull asked how many staff hours will be involved in completing an application for eligibility. Mr. Zelio stated it will probably take one person approximately two days to collect the data necessary for completion of the application. Commissioner Vant Hull then asked how long it would take to complete a final application for funding of a specific project. Mr. Zelio stated it would probably take one to three people about one month to complete the application. He noted a majority of that time is involved in conducting public participation meetings and the documentation required of the developer involved. Commissioner Anderson asked if the City could submit more than one application in a given quarter. Mr. Zelio stated a City can submit as many applications as it wishes. I Commissioner Vant Hull asked if one size grant is more successful than others. Mr. Zelio stated HUD has funded UDAG projects from $45,000.00 to $13.5 million. He stated the amount of money requested must be sensible for the project application. Mayor Stiff asked if the interest rate charged the developer for UDAG monies is set or negotiable. Mr. Zelio stated the interest rate is negotiable. He noted HUD has had 0 to 16 percent interest rates or a variable rate attached to the UDAG monies, depending on the money market and the developer's ability to pay. The Commission thanked Mr. Zelio for his presentation. City Manager stated with the short time be~ween now and the December 1 deadline for the application for full eligibility, he would recommend that the Commission authorize the staff to proceed with completion of the application. It was moved by Commissioner Weaver, seconded by Commissioner Vant Hull, that the Commission authorize and direct the staff to proceed with completion of the application for full eligibility and submit a report to the Commission at the November 28, 1983 meeting. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Weaver, Commis- sioner Vant Hull, Commissioner Anderson, Commissioner Mathre and Mayor Stiff; those voting No, none. Continued discussion - request for funding of six-month staffing position for Low-Income Housing Committee I City Manager Evans noted Commissioner Anderson requested this item be placed on the agenda. Commissioner Anderson stated the Low-Income Housing Committee has prepared another handout for the Commission concerning the proposed funding of a six-month staffing position. Mayor Stiff expressed concern about spending $7,500.00 and having no further thrust than now exists. He noted awareness of the housing problems in Bozeman has been generated through the activities of the Low-Income Housing Committee. 11-14-83 38:; Rev. Tom Heafield-Mordan, Chairman of the Committee, stated the Committee needs person~ power to prepare contracts and follow through on various matters because of the limited time each committee member faces. Mayor Stiff noted the Committee has prepared specifications which require a well- qualified person. He stated it may be difficult to get a well-qualified person to fill this I short-term position. Mr. Bill Mumford, member of the Committee, stated the Committee has built up momentum but is unable to keep up with that pace. He stated the Committee needs a professional who is avai lable on at least a half-time basis and who can write letters, make telephone calls and complete research for the Committee. He also noted this individual would be a liaison with developers. Commissioner Weaver noted it is not enough to work on the problem, but there must be results. He indicated development of low-income housing is the major issue. The Commissioner then stated $7,500.00 is a large amount to appropriate out of the budget for this expenditure and stated the City cannot afford to expend that amount and not get concrete results. Rev. Heafield-Mordan noted the housing crunch in Bozeman did not occur just this year. He noted the problem has not been addressed, although it has existed for several years, and it may require expenditure of funds to properly address the issue. Commissioner Mathre asked who will select the consultant and the method to be used if the monies are appropriated. Commissioner Anderson stated the position will be advertised and proposals accepted. City Manager Evans then asked how the proposed housing consultant will be connected to the City. He noted no clear-cut channel of communication has been established. The City Manager then suggested that the Commission approve the concept and authorize expenditure of the monies; and that the Commission determine next week how the housing consultant will fit in the City's organization structure. I It was moved by Commissioner Anderson, seconded by Commissioner Mathre, that the Commis- sion approve the request for funding of a six-month staffing position, as submitted in Alternative No.1 proposed by the Low-Income Housing Committee, in the amount of $7,500.00, and that it be sunsetted for review at the end of six months, for the purpose of assisting the housing thrust to move forward in the community. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Anderson, Commissioner Mathre, Commissioner Weaver and Commissioner Vant Hull; those voting No being Mayor Stiff. - renewal of lease of City Manager Evans presented to the Commission the proposed renewal of the Lease Agree- ment with United Commercial Travelers for the Old Elk's Country Club for a five-year period ending December 1, 1988. The City Manager stated Assistant City Manager Barrick has negotiated with the members of UCT and will answer any questions the Commission may have. Commissioner Vant Hull asked for a brief history on the Old Elk's Country Club and suggested that the City consider opening the lease process for the building. Assistant City Manager Barrick stated the United Commercial Travelers has leased the building since 1969. Commissioner Anderson noted the proposed lease provides for a $10. OO-per-year increase in the rental fee. She asked if that increase will be comparable with rent increases during the five-year period. I Assistant City Manager Barrick stated the incremental increases are not designed to meet the standard rent increases. He stated the UCT does donate use of the building to a number of organizations. Also, the City does have the opportunity to use the building twice during any year at no cost. The Assistant City Manager also noted the UCT has improved and upgraded the structure over the years. City Manager Evans stated the City did rent the building out in the past, but it was not a satisfactory arrangement. He stated under the lease, the United Commercial Travelers has custodianship of the building and has maintained the building well. The City Manager then 11-14-83 ---.------ 39C noted the City purchased the Old Elk's Country Club, several years ago, with partial funding through a federal grant. The property is to be used for park and cemetery purposes. Mr. Paul Schofield, Secretary-Treasurer of UCT No. 721, stated the UCT is a fraternal benefit organization dedicated to the handicapped, mostly the mentally handicapped. He stated use of the building is a basic source of revenue for their organization. Mr. John Bittner, UCT No. 721, presented to the Commission a report on the use of I the building during 1982. Mr. Ken Baldwin, UCT No. 721, presented a report on the expenditures the UCT has made on various maintenance and improvement items in the building. He stated if the United Commercial Travelers is not offered a five-year lease, the organization will be unable to make the necessary maintenance items and improvements they wish to make. It was moved by Commissioner Mathre, seconded by Commissioner Weaver, that the Commission approve the Lease Agreement with the United Commercial Travelers for the Old Elk's Country Club for a five-year period ending December 31, 1988; and authorize and direct the Mayor to sign said Lease. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Mathre, Commissioner Weaver, Commissioner Vant Hull, Commissioner Anderson and Mayor Stiff; those voting No, none. Recess - 6: 1 0 p. m. Mayor Stiff declared a recess at 6:05 p.m., to reconvene at 7:00 p.m., for the purpose of completing the routine business items. Reconvene - 7:00 p.m. Mayor Stiff reconvened the meeting at 7:00 p.m. for the purpose of completing the routine business items. Continued discussion - general procedure to be followed in handling of pending and future I annexation requests City Manager Evans stated the Commission had requested this item be placed on the agenda for further discussion. Commissioner Anderson stated she has completed plans for a meeting of members of the City Commission, County Commission and City-County Planning Board on Saturday, December 3, 1983, from 8: 00 a. m. to noon, to discuss impact fees and the effect they would have on the Master Plan. She noted the meeting with be in the Community Room of the Library of the Baxter Hotel. Mayor Stiff stated he feels the development of impact fees is important to the City and steps should be taken toward implementation of such fees. He then suggested a special meeting be held to discuss what will happen on the Brown and Caldwell study. Commissioner Mathre noted two separate questions have been intertwined: (1) the City Manager's recommendation that an annexation policy and criteria be developed by a committee and (2) that impact fees and hook-up fees be developed. Commissioner Weaver noted the various issues involved do not need to be completed simultaneously. He indicated he feels hook-up fees could be implemented in the near future; impact fees must be carefully reviewed; and development of a pol icy on annexation must be completed, regardless of action taken on the hook-up fees and impact fees. He then suggested that a committee be formed to develop a proposed annexation policy. The Commissioner then suggested the membership and role of an annexation subcommittee be discussed at the December 12 Commission meeting. I Commissioner Mathre stated she feels an annexation policy must be developed first. She also noted the legality of proposed fees must be determined prior to consideration of those fees. The Commission requested that this item be placed on the December 12 agenda for further discussion. 11-14-83 391 e receipt of petition for Special Improvement sewer line along Kagy added to State ig way project or ra s IVISlon City Manager Evans presented to the Commission a petition received from property owners in Graf's Second Subdivision requesting a sewer trunk line be installed along Kagy Boulevard to service their Subdivision. City Manager Evans stated this sewer trunk line was I previously added to the State Highway project for the improvement of Kagy Boulevard at an estimated cost of $40,000.00. . He then recommended the Commission acknowledge receipt of this petition and refer it to staff for necessary action. It was moved by Commissioner Weaver, seconded by Commissioner Vant Hull, that the Commission acknowledge receipt of the petition submitted by the property owners in Graf's Second Subdivision requesting a sewer line be installed along Kagy Boulevard to service the Subdivision and refer the petition to staff for necessary action. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Weaver, Commissioner Vant Hull, Commissioner Anderson, Commissioner Mathre and Mayor Stiff; those voting No, none. Request for authorization to retain City Prosecutor on contract basis; authorize Mayor to sign Budget Amendment to transfer $9,000.00 from City Court Revenues to City Attorney - Contract Services City Manager Evans presented to the Commission a request from the City Attorney for authorization to retain a City Prosecutor on a contract basis. The City Manager noted the Director of Finance has prepared a Budget Amendment to transfer $9,000.00 from General Fund - City Court Revenues to City Attorney - Contract Services. City Manager Evans stated at the time the City employed a full-time City Attorney, the staff did not know what type of workload was involved. He noted many items have been set aside during the past years because a full-time attorney was not available. The City Manager stated that separation of most of the prosecutorial duties from the basic legal work may alleviate some of the problems and provide more efficiency. I City Attorney Crumbaker-Smith stated approximately 40 percent of her available time per month is involved in prosecution of traffic violations. She stated if someone were retained to handle the minor traffic violations it would decrease the amount of her time required in City Cou rt . The City Attorney stated she does not wish to totally separate the City Attorney and City Prosecutor functions as in the past, but to decrease her time to one-fourth or less for prosecutorial duties. City Attorney Crumbaker-Smith stated her proposal would be to base the fee on an hourly rate with a guaranteed minimum per month. She stated she could control the amount expended each month through the amount of work she transfers to the City Prosecutor. Mayor Stiff suggested a legal secretary could possibly alleviate some of the pressures, rather than a City Prosecutor. The City Attorney stated her secretary, Linda Harper, has good legal experience. However, she also works for other members of the City staff and does not have adequate time to do any legal research. She then stated that legal ethics do not allow anyone in a firm doing defense work to perform prosecutorial duties. Mayor Stiff expressed reservations about hiring an additional person. He noted the position of full-time City Attorney was justified by combining the contracted City Attorney and City Prosecutor positions and contract payments one year ago. He also suggested that she consider being less accessible to the public to increase efficiency. City Attorney Crumbaker-Smith stated the City is still paying litigation costs to former City Attorney Planalp at this time. She then stated several items are pending legal review, I such as a personnel manual and revision of Ordinances, which she has not had an opportunity to complete because of the prosecutorial duties. The City Attorney then stated a governmental attorney must be available to the public whenever possible. She indicated she does not answer her telephone and closes her door to complete necessary work. Commissioner Weaver noted the requested $9,000.00 appropriation would fund approximately 220 hours at the specified $40.00 per hour rate. The Commissioner then stated the City has a significant amount of on-going litigation under contract at this time; and the City will be 11-14-83 398 funding three sources of legal advice if this request is approved. Commissioner Weaver then suggested the Commission should possibly consider a learning curve for the City Attorney, since she may not be familiar with the Montana Code Annotated as it applies to local governments. He indicated familiarity with the Code may lead to less time requirements for each task, leading to increased productivity. Commissioner Vant Hull stated she feels the annual rate the City is paying for attorneys I is too high. She indicated she has checked other entities in the State and found they pay lower salaries. City Manager Evans stated that State agencies hire attorneys in many different areas. He then stated the requirements for the City of Bozeman are higher than those for State agencies, which means the salary must be adjusted accordingly. Mayor Stiff once again expressed his concern about contracting additional legal services after the recent dramatic increase in the amount to be spent due to hiring of a full-time City Attorney. He once again stated he feels use of a good secretary and a closed door policy could eliminate the need for an additional attorney. Commissioner Weaver stated hiring of a secretary for the City Attorney would increase the number of City employees, and that individual would be eligible for City benefits. He also stated a contract can be terminated if the City Attorney feels she can adequately handle the workload. It was moved by Commissioner Mathre, seconded by Commissioner Anderson, that the Com- mission authorize the Mayor to sign the Budget Amendment transferring $9,000.00 from City Court Revenues to City Attorney - Contracted Services, so a City Prosecutor may be retained on a contract basis. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Anderson, Commissioner Mathre, and Commissioner Weaver; those voting No being Commissioner Vant Hull and Mayor Stiff. Ordinance No. 1146 - Capital Improvement Program Appropriation Ordinance I City Manager Evans presented Ordinance No. 1146, as prepared by the City Attorney, entitled: ORDINANCE NO. 1146 AN ORDINANCE OF THE CITY OF BOZEMAN, MONTANA, APPROPRIATING CITY FUNDS FOR VARIOUS CAPITAL ITEM EXPENDITURES FOR THE PERIOD OCTOBER 1, 1983 THROUGH SEPTEMBER 30, 1984. The City Manager stated the Commission had adopted the Tentative Capital Improvement Program Appropriation Ordinance on October 17, 1983 and conducted the public hearing on October 31, 1983. He then recommended that the Commission adopt Ordinance No. 1146, to appropriate funds for the Capital Improvement Program. It was moved by Commissioner Weaver, seconded by Commissioner Anderson, that the Commission adopt Ordinance No. 1146, appropriating funds for the Capital Improvement Program. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Weaver, Commissioner Anderson, Commissioner Vant Hull, Commissioner Mathre and Mayor Stiff; those voting No, none. - fixing the date, maturit date and principal amount of bonds for item only City Manager Evans presented Commission Resolution No. 2488, as prepared by the City Attorney, entitled: COMMISSION RESOLUTION NO. 2488 I A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN FIXING THE DATE, MATURITY DATE AND PRINCIPAL AMOUNT OF BONDS TO BE ISSUED IN SPECIAL IMPROVEMENT DISTRICT NO. 531. The City Manager stated this Special Improvement District was created in 1973. He stated at that time, the Resolution setting the date, maturity date and principal amount of the bonds was inadvertently omitted; and this Resolution corrects that problem. The City Manager then recommended that the Commission adopt Commission Resolution No. 2488. 11-14-83 :399 City Attorney Crumbaker-Smith stated she has reviewed this SID in preparation of an attorney's opinion. She indicated without this Resolution, she is unable to write a clean opinion. It was moved by Commissioner Anderson, seconded by Commissioner Mathre, that the Commission adopt Commission Resolution No. 2488, fixing the date, maturity date and principal amount of bonds for Special Improvement District No. 531. The motion carried by the following I Aye and No vote: those voting Aye being Commissioner Anderson, Commissioner Mathre, Commis- sioner Weaver, Commissioner Vant Hull and Mayor Stiff; those voting No, none. Discussion - scheduling of executive session to discuss litigation City Manager Evans stated that Commissioner Anderson had requested this item be placed on the agenda. He noted the Commission has previously discussed the need for frequent updates on matters in litigation, and quarterly updates had been considered. Commissioner Anderson stated she feels it would be helpful if updates on matters in litigation be scheduled on a quarterly basis, rather than as requested. City Attorney Crumbaker-Smith stated former City Attorney Planalp is currently handling a portion of the matters in litigation. She asked if the Commission wishes separate reports from the attorneys or a combined report. The Commission indicated the manner in which the matters are presented should remain flexible. It was moved by Commissioner Anderson, seconded by Commissioner Mathre, that the Commis- sion direct that quarterly updates on matters in litigation be placed on the agenda, beginning as soon as possible. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Anderson, Commissioner Mathre, Commissioner Weaver, Commissioner Vant Hull and Mayor Stiff; those voting No, none. Consent I terns I City Manager Evans presented to the Commission the following items. Application for one-day Beer License - Langford Hall Residence Hall Association - November 18, 1983 Authorize Ma or to sign Request for Reimbursement from EPA - WWTP, tep 3, ase 10,866.00 Claims Proclamation - "American Education Week" - November 13-19, 1983 It was moved by Commissioner Weaver, seconded by Commissioner Vant Hull, that the items as listed above be approved, and the appropriate persons be authorized and directed to complete the necessary actions. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Weaver, Commissioner Vant Hull, Commissioner Anderson, Commis- sioner Mathre and Mayor Stiff; those voting No, none. B rea k - 8: 00 to 8: 1 0 p. m . Mayor Stiff declared a break at 8:00 p.m., to reconvene at 8:10 p.m., in accordance with Commission policy established at their regular meeting of March 14, 1983. Work session on City Manager applications City Manager Evans, Assistant Manager Barr.ick and City Attorney Crumbaker-Smith were excused from this portion of the meeting. Commissioner Weaver expressed concern that the Commissioners may begin playing an advocacy role at this time. He noted if that type of action is avoided, this could become an I experience in problem solving for the Commission. The Commissioner then stated the Commission's duty at this time is to identify a pool of three or four individuals the Commission wishes to interview from the existing pool of five candidates on which the Commissioners have conducted telephone reference interviews. Mayor Stiff expressed concern about the process at this point. He noted the last cut has eliminated three of the top four candidates through the first three passes through the applications. 11-14-83 400 Commissioner Vant Hull stated she shares that concern. She also noted those candidates ranked highest by Commissioner Mathre, Commissioner Anderson and Commissioner Weaver are in the top five candidates. She stated those ranked highest by Mayor Stiff and herself are not in the five upon which telephone references were contacted. Commissioner Anderson and Commissioner Mathre indicated they do not feel any of the twelve candidates have been eliminated. Commissioner Mathre also stated the Commissioners could call the references for some of the remaining candidates if they so desire. Commissioner I Anderson stated the Commissioners have gained information from the telephone reference inter- views conducted. She suggested the Commissioners may wish to conduct telephone reference interviews on the other seven candidates so they have as much information as possible on each candidate. The Commissioners reviewed the telephone references for the five candidates selected at last week's meeting, those being E-7, C-1, E-3, C-4 and C-13. Following that review, the Commissioners set aside C-1 and C-13, placed E-3 in a "hold" status, and selected E-7 and C-4 for potential interviews. The Commissioners then decided to pull two more applicants from the pool of twelve upon which to conduct telephone reference interviews. Mayor Stiff asked if the Commission wishes to conduct conference calls to the candidates and possibly visit the home communities of the candidates prior to hiring of a new City Ma nager . The Commission concurred the conference calls would be helpful. They also determined a visit to the community would be helpful after the interviews have been conducted. Commissioner Vant Hull suggested that if the Commission finds it does not have sufficient funding for personal visits to the communities, it may be beneficial to call the newspaper or Chamber of Commerce about the candidate. Commissioner Weaver suggested the Commission may wish to send someone into the community of the top candidate to determine if they wish to extend an offer. The Commission then discussed the possibility of requesting that those selected for I interviews be requested to submit samples of budgets, annual reports, newsletters, organization charts, evaluation tools or other similar information prior to the interview. They determined this might be beneficial in evaluating the individual. The Commission then set a special meeting to be held on Wednesday, November 16, 1983 at 4:30 p.m., to discuss the information obtained through the telephone reference interviews on the two additional candidates. Adjournment - 10:25 p.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Mathre, seconded by Commissioner Vant Hull, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Mathre, Commissioner Vant Hull, Commissioner Weaver, Commissioner Anderson and Mayor Stiff; those voting No, none. ALFRED M. STIFF, Mayor ATTEST: Clerk of the Commission I 11-14-83