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HomeMy WebLinkAbout1983-11-28 spec 414 MINUTES OF THE SPECIAL MEETING OF THE CITY COMMISSION BOZEMAN, MONT ANA NOVEMBER 28, 1983 ***************************** The Commission of the City of Bozeman met in special session in the Commission Room I , Municipal Building, November 28, 1983, at 1 :00 p.m. Present were Mayor Stiff, Commissioner Weaver, Commissioner Vant Hull, Commissioner Anderson, Commissioner Mathre and Clerk of the Commission Sullivan. The meeting was opened with the Pledge of Allegiance and a prayer by Commissioner Weaver. Signing of the Notice of the Special Meeting The Mayor requested that each of the Commissioners sign the Notic~ of Special Commis- sion Meeting. Each Commissioner in turn signed the Notice. It was moved by Commissioner Anderson, seconded by Commissioner Mathre, that the Com- mission waive the Commissioners' salaries for this meeting as established in Ordinance No. 1137. 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. Interview of City Manager candidate - Robert L. Haarman This was the time and place set for interviewing one of the candidates for the position of City Manager of the City of Bozeman. Commissioner Vant Hull introduced Mr. Robert L. Haarman to the Commission. Commissioner Anderson asked Mr. Haarman what qualities or strengths he would bring to I Bozeman. Mr. Haarman stated he believes in team effort and described himself as the "Henry Kissinger" of City Hap. He stated he enjoys labor negotiations and feels the employee relations and community relations have been good in the various communities. He then noted he was involved in the revision of the Zone Code in Sauk Rapids, where there was encouragement of rental units in owner-occupied structures. Commissioner Mathre asked Mr. Haarman why he has applied for the position of City Manager in Bozeman. Mr. Haarman stated he desires more challenging work with a higher degree of difficulty, as well as the higher salary that is commensurate with such a position. He noted he has applied in other communities, as well as in Bozeman. Commissioner Weaver asked if unique characteristics, problems or lifestyle in Bozeman have attracted Mr. Haarman. Mr. Haarman indicated the problems faced in Bozeman are not unique. He stated the amenities of the area have attracted him and his family. Mayor Stiff noted Mr. Haarman's resume indicates employees tend not to work to their potential, but he has been successful in getting employees to work closer to their potential. Mr. Haarman stated he is a conservative when considering a request for additional personnel. He has found that in most cases, if the current employees assume a slight increase in duties and responsibilities, there is no need for increasing the number of personnel. He also stated if there are too many people in a specific department, the duties should be re- I aligned, or perhaps some of the individuals should be terminated. He stated he has not been faced with the need to terminate anyone, but he could if the need arose. Commissioner Weaver asked Mr. Haarman how he would determine whether or not staffing was excessive in a particular department. Mr. Haarman stated he would not terminate employees as a new City Manager unless the department head suggested a problem exists or the Commission asked him to review the situa- tion. He indicated he would review the employment situation after two or three years as City Manager. This would allow him an opportunity to learn about the City government, establish Special Meeting 11-28-83 1 '1 S t_ job descriptions and set up an employee evaluation process prior to any possible termination of employees. Commissioner Anderson asked Mr. Haarman how he motivates employees to work closer to their potential. Mr. Haarman stated the team concept helps people to work closer to their potential. He I noted when the organization is running smoothly and the employees enjoy working with the City Manager, he feels he is motivating the employees. Mr. Haarman also stated he feels performance evaluations should be given on an annual basis. He indicated he feels it is essential for the City Manager to be evaluated on at least an annual basis by the City Commission. Mayor Stiff indicated concern that the Commission has approved creation of new positions when requested by the City Manager. Mr. Haarman stated he feels the current staff should be reviewed closely to determine if the right people are performing the right tasks. He also stated he feels a pay classification study should be completed by a management firm. Commissioner Weaver noted the City's budget is based on property taxes and revenues from City functions. He also noted the City has used all monies to support the operations of the City in recent years and has not funded any capital needs. He asked Mr. Haarman if he could handle the City's financial situation. Mr. Haarman stated it is government's tendency to have bigger budgets than necessary. He stated the City Manager must be conservative in preparing his recommendation to the Commis- sion for the budget. Mayor Stiff noted the documentation submitted to the Commission by the City Manager appears to be a finished product. He stated the prioritizing of optional items is not included in that document. He then indicated he feels a Budget Committee which includes members of the community should be considered. Mr. Haarman stated citizen participation in the budgeting process is a good theory. He I noted the City Manager's responsibility is to prepare a proposed budget for the Commission to consider. and use as a basis for preparation of an Appropriation Ordinance. He stated the idea of citizen participation is good, but he is not sure a Budget Committee would add to the pro- cess. He stated the committee might become one more body to which the City Manager must ex- plain and defend his proposed budget. Commissioner Weaver noted the City has just implemented a Capital Improvement Program and asked Mr. Haarman if he has been involved in CIP budgets. Mr. Haarman stated he has done a Capital Improvement Program. He noted the C I P becomes a listing of what the department heads and the City Manager feel are needed in the community over a period of time. He noted that priorities change; and the listing should be updated on a periodic basis. He also stated it is important to separate the operations budget from the capital budget. B rea k - 2: 1 5 to 2: 30 p. m . Mayor Stiff declared a break at 2:15 p.m., to reconvene at 2:30 p.m., in accordance with Commission policy established at their meeting of March 14, 1983. Interview of City Manager candidate (continued) - Robert L. Haarman Commissioner Vant Hull asked Mr. Haarman if he has been involved in any energy conserva- tion programs in the various cities. Mr. Haarman stated he has been involved in energy audits which were mandated by the I State of Minnesota. He stated, however, that he has not been involved in any energy saving programs. Commissioner Vant Hull asked Mr. Haarman what programs he has implemented in the various cities. Mr. Haarman stated he obtained a federal grant for a senior citizens high rise housing unit. He stated he also reduced the garbage collection crews from three three-man crews to two three-man crews. He stated that in Waseca, he codified the City ordinances. He stated he also developed a personnel manual. He also stated that redevelopment through tax increment financing and urban renewal brought new life to the downtown area. Special Meeting 11-28-83 41C Commissioner Vant Hull asked Mr. Haarman if he supports tax increment financing in the downtown area. Mr. Haarman stated one must carefully review who will benefit from the tax increment financing district. He then reviewed the process he used in the establishment of a tax incre- ment financing district. He stated it is important to have a developer sign an agreement for what will be done in the district prior to creation of the tax increment financing district. I Commissioner Anderson asked Mr. Haarman to describe his attitude about involving the public in City operations. Mr. Haarman stated he likes to keep the public informed and indicated he does not mind talking to those individuals who are interested in a particular subject. He noted this must be balanced with those items which must be completed to keep the City operating smoothly. He stated he does not go out of his way to cultivate citizen involvement. Mr. Haarman then stated he prefers to work closely with the Commission. Commissioner Vant Hull asked Mr. Haarman how he would communicate with the Commis- sion. Mr. Haarman indicated he would submit memos to the Commission. He noted background information would be submitted with the agendas each week. He stated that memos containing explanations and supplying alternatives give each Commissioner the information needed to reach a decision during a Commission meeting. Mr. Haarman stated he may become an advocate for an idea if he has strong feel ings. He then noted if he is hired as City Manager, he will be work- ing for the Commission, as well as for everybody in Bozeman. Commissioner Mathre noted one of the items of concern is how the community will grow. She asked Mr. Haarman what kinds of growth he feels would be beneficial to Bozeman. Mr. Haarman stated growth that benefits the tax base may be what is needed at this time. He stated that if a choice were given between housing and industry, he would recommend housing, especially if it were apartment-type development because it would increase the tax base by the largest amount. He also indicated he feels residential development is a benefit to I the community, rather than a liability. Mayor Stiff asked Mr. Haarman if he has been involved with im~act fees or hook-up fees. Mr. Haarman stated he has worked in communities that charge hook-up fees. He noted the impact fees he has seen include the developer paying costs for infrastructure improvements, such as streets. He stated that the developer was also required to pay five percent of the value of the raw land for cash-in-Iieu of parkland, or was required to set aside land for a park site if the development was a large one. Mr. Haarman stated a City must be careful not to discourage developers by imposition of a large impact fee. Commissioner Mathre asked Mr. Haarman if he has calculated cost/benefit relationship figures for any annexations. Mr. Haarman stated that he has. Mayor Stiff then asked Mr. Haarman if he had any questions for the Commission. Mr. Haarman asked what the Commission is looking for in a new City Manager. Mayor Stiff stated the Commission will not be satisfied with a City Manager who is content to live in the staid past, because the Commission wants to anticipate items and learn from other Cities' experiences. He also stated the Commission expects growth and wants to control it. The Mayor then stated the new City Manager will work with a fluid and intelligent Commission. Commissioner Weaver stated he would like to see a policy procedures operating manual established that will outlast the incumbent personnel. He stated the City is now dependent upon individuals and the knowledge they have gathered during years of working for the City. I He indicated he feels this knowledge would benefit future employees of the City if it were in written form. Commissioner Anderson asked Mr. Haarman if he has a set style of manner or if it is dependent upon the Commission. Mr. Haarman stated a City Manager must have flexibility at the present time. He stated his style and manner of handling items would be dependent upon the Commission for which he works. He then stated he feels an annual performance evaluation should be conducted. Mr. Special Meeting 11-28-83 Ii II Haarman then stated more and more City Managers are requesting an employment agreement. He presented to the Commission copies of a proposed employment agreement, which included information on the starting date, starting salary, vacation and sick leave benefits, and stipulations for termination of employment. Mr. Haarman stated the agreement would continue in effect until amended by either party or until termination by either party on thirty days' notice. I Commissioner Vant Hull asked Mr. Haarman if he has had any experience with City-County cooperation, especially in paying for various services. Mr. Haarman stated there is a traditional antagonism between cities and counties. He stated a spirit of cooperation must be fostered between the two entities, and he would be will- ing to work toward such cooperation. He noted he has worked with a City-County Building Inspector and a City-County Assessor. Commissioner Mathre asked Mr. Haarman what type of audit opinions the cities. have received where he has been the City Manager. Mr. Haarman stated he has had annual audits in every city he has worked. He stated the only problems found in any audits have been inter-fund transfers; and the cities have received clean opinions. The Commission thanked Mr. Haarman for coming to Bozeman for an interview. Adjournment - 3:35 p.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Vant Hull, seconded by Commissioner Anderson, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being CommissionerVant Hull, Commissioner Anderson, Commissioner Mathre, Commissioner Weaver and Mayor Stiff; those voting No, none. I ALFRED M. STI FF, Mayor ATTEST: Clerk of the Commission I . Special Meeting 11-28-83