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HomeMy WebLinkAbout1983-12-07 spec J+41 MINUTES OF THE SPECIAL MEETING OF THE CITY COMMISSION BOZEMAN, MONT ANA DECEMBER 7, 1983 ***************************** I The Commission of the City of Bozeman met in special session in the Commission Room, Municipal Building, December 7, 1983, at 3:30 p.m. Present were Mayor Stiff, Commissioner Weaver, Commissioner Vant Hull, Commissioner Anderson, Commissioner Mathre and Clerk of the Commission Sull ivan. The meeting was opened with the Pledge of Allegiance and a prayer by Commissioner Mathre. Signing of the Notice of the Special Meeting The Mayor requested that each of the Commissioners sign the Notice of Special Commis- sion Meeting. Each Commissioner in turn signed the Notice. It was moved by Commissioner Mathre, seconded by Commissioner Weaver, that the Commis- sion 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 Mathre, Commissioner Weaver, Commissioner Vant Hull, Commissioner Anderson and Mayor Stiff; those voting No, none. I nterview of City Manager candidate - Kenneth D. Hertz 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 Weaver introduced Mr. Hertz to the Commission. Commissioner Anderson asked Mr. Hertz what he feels he could contribute to the City of Bozeman as the City Manager. I Mr. Hertz stated he has twenty-five years of experience in various levels of government, including federal, state, county and city governments. He noted the City of Bozeman has been well run; and there are good people in the organization. He feels his experience with various levels of government, his knowledge of innovative methods of managing a city and his knowledge of internal and external sources of funding for infrastructure improvements would be beneficial. He noted he has talked with various members of the staff; and they have indicated that infra- structure improvements are needed within the city. Commissioner Vant Hull asked Mr. Hertz if he feels his Masters degree in Public Adminis- tration has been helpful in his work. She also asked if he would encourage the staff members to improve their abilities through higher education. Mr. Hertz stated he acquired his MPA degree over a three-year span while working full- time. He also stated he feels education is important and encourages his staff to pursue higher education. He indicated he feels two things are important for government employees: (1) training and (2) proper equipment. He noted he specifically stipulates that one must complete the normal hours of work, whether it be during regular business hours or in the evenings. Mr. Hertz indicated it is important that the public is aware that the usual amount of work hours are being fulfilled and the work is still being completed, even though an individual may be away from the office for a specified period during business hours. Commissioner Anderson asked Mr. Hertz if he has implemented any innovative methods which he would like to describe. Mr. Hertz stated he initiated an "organizational development" or "participatory manage- I ment" program in which he met with one specific department or division head to discuss specific problems within that department or division. He noted this process created a closer working relationship. He indicated he began this program in 1979 and has not yet completed review of all of the departments. Commissioner Vant Hull asked Mr. Hertz if he has had any experience with incentive awards or merit increases, or if all pay increases have been across-the-board increases. Mr. Hertz stated the City employees in Bellingham are involved in one of six unions except for 52 employees, who are exempt from unions because they are professional or technical Special Meeting 12-07-83 442 employees. He stated a comparative work analysis and salary study were completed several years ago. The study was not accepted by the unions, but was accepted by the exempt staff. Commissioner Mathre asked Mr. Hertz why he applied for the position of City Manager in the City of Bozeman. Mr. Hertz stated he decided not to run for another term as Mayor, while realizing that such a decision would mean moving from Bellingham to obtain another job in public administra- I tion. He stated he has several criteria which must be considered in a potential move, including (1) a living environment which is acceptable to him and his children and (2) the City must be manageable, which he feels can be found in a city of 15,000 to 60,000 people. He noted that he feels a university can be a real asset to the community and can offer educational and cultural opportunities not usually found in smaller communities. Mr. Hertz stated he has also applied for positions in three other communities and will be traveling to interviews in two of those communities within the next week. Commissioner Weaver asked Mr. Hertz if he feels the process being utilized in Bozeman could affect an applicant's position in another city. Mr. Hertz stated this is the first time he has been interviewed in front of the press. He indicated that if criticism of a candidate were to reach another city during a selection process, it could be detrimental to that individual. He indicated he does not feel the process itself would be harmful to an applicant. Commissioner Mathre noted that the number of employees in Bellingham is much larger than the number of employees in Bozeman, which makes delegation of work much easier. She asked Mr. Hertz if he feels he would have difficulty working with a smaller staff and being 'more diversified. Mr. Hertz noted the size of a community can be misleading. He indicated he has seven- teen department heads directly responsible to him, with no administrative assistant. He also indicated there are many functions under each department; and he is intensely involved in each of the departments. Mr. Hertz stated much of his time is devoted to financial planning and the I budgetary process because of the large number of services provided and the large budget. Commissioner Vant Hull asked Mr. Hertz if the Finance Director helps in the budget preparation. Mr. Hertz stated that Bellingham has an elected Finance Director. He stated that in 1975, he contracted with that individual to handle the accounting, as well as the financial management. Commissioner Weaver asked Mr. Hertz to express his concept of a budget. Mr. Hertz stated the budget in Bellingham is a program budget, which is goal oriented. He noted the budget provides the community a list of the programs which the City will complete in a given year. He also noted the Capital Improvement Budget indicates the needs of the City over a period of six years. He then indicated he has attempted to prepare an operations and maintenance budget for a period longer than one year but has not been very successful in such a venture. He stated a quarterly evaluation of each department's progress in completing the budgeted programs is conducted to determine if the goals for the fiscal year will be met. Mr. Hertz then stated the budget is a statement of policy and lists the long-term and short-term goals and objectives of the City. Commissioner Weaver asked Mr. Hertz what role the Council should play in establishing a budget. Mr. Hertz stated each Council is different. He noted if the Council has shown an interest, he has included them in the budgeting process, including meetings with staff members in preparing the budget for the Council. He indicated other Councils have indicated no I interest; and he has prepared the budget with no Council participation. Commissioner Vant Hull asked Mr. Hertz if he has faced a loss of monies which has caused a curtailment of services; and if so, how he has handled the situation. Mr. Hertz stated that one year the City was faced with over-estimated revenues, par- tially due to a dramatic decline in retail sales. He indicated that instance created a reduction in services, including the termination of some employees. Special Meeting 12-07-83 lt43 Commissioner Weaver asked if programmatic budgeting creates a clarity of program elements. He also asked Mr. Hertz if he implemented programmatic budgeting in Bellingham. Mr. Hertz stated programmatic budgeting clarifies the need for funding of programs dramatically. He also noted that if one can explain what the money in the budget will ac- complish, it is easier to make a rational decision on how much money is needed. Mr. Hertz I then indicated he implemented the programmatic budgeting process in Bellingham. Mayor Stiff asked if there is any citizen input into the budget. Mr. Hertz stated a blue ribbons citizens committee was formed approximately five years ago to review the budget; and they have reviewed the budget each year since. He stated there is a Mayor's advisory commission consisting of representatives of the twenty-one neighborhood groups established in Bellingham which works closely with him on making recommendations for improvements within the neighborhoods, as well as recommendations on use of revenue sharing monies and capital improvements. Commissioner Weaver asked how the citizens committee was formed. Mr. Hertz stated that in 1975, a comprehensive plan, including land use, zoning, arterial streets and infrastructure improvements was undertaken. He stated the city was divided into twenty-one neighborhoods at that time; and each neighborhood elected one representative to serve on the blue ribbons citizens committee. The plan was completed in four years; and the committee has remained active. Commissioner Vant Hull noted the limited housing situation in Bozeman. She asked Mr. Hertz if he has any suggestions for increasing the available housing. Mr. Hertz stated the same situation exists in Bellingham, but not to the degree it does in Bozeman. He stated in Bellingham, the private sector has taken care of the problem' over a period of time. He indicated the City has become involved in low-income housing, rent sub- sidized housing, housing rehabilitation and senior citizen housing through federal programs. Commissioner Anderson asked about the audit reports in Bellingham. I Mr. Hertz indicated there are always audit exceptions. He noted those audit exceptions have not been of a serious nature. Mayor Stiff asked Mr. Hertz what his philosophy is concerning the Commission/ Manager relationship. Mr. Hertz stated there should be a close working relationship between the Commission and the City Manager in the Commission/Manager form of government. He also stated the legislative branch establishes the policy and direction, and the administrative branch carries out that policy. He indicated he feels it is best if the Commission and the City Manager, along with department heads, are involved in the development of strategy. Mr. Hertz also stated he feels the Commission should have direct access to the department heads. Commissioner Vant Hull noted there are two basic types of City Manager: (1) those involved in the day-to-day operations of the City and (2) those who serve as a fountainhead of ideas. The Commissioner then asked Mr. Hertz in which category he would place himself. Mr. Hertz stated he feels a combination of the two types is necessary. He indicated he feels he must be involved in the day-to-day operations of the City so he is aware of what is happening. However, he stated he must look forward to the future and determine what needs may occur. He noted infrastructure needs must be carefully reviewed on a regular basis. Commissioner Vant Hull asked Mr. Hertz about annexations. Mr. Hertz stated the City of Bellingham has had one major annexation of 450 acres in the past few years. He noted the state statutes make it difficult to annex property. He stated he began developing a policy and a system for evaluation of proposed annexations, but that policy I has not been adopted to date. Break - 4:45 to 4:50 p.m. Mayor Stiff declared a five-minute break at 4:45 p.m., to reconvene at 4:50 p.m., in accordance with Commission policy established at their meeting of March 14, 1983. Interview of City Manager candidate (continued) - Kenneth D. Hertz Commissioner Vant Hull asked Mr. Hertz if he has been involved in any energy conserva- tion programs. Special Meeting 12-07-83 . 44L:- Mr. Hertz stated he was involved during the energy crunch a few years ago. He stated the City conducted energy audits and reviewed possible alternative heating systems. He a I so stated the City Hall was remodeled with a federal grant, since it is an historic building. Mr. Hertz then indicated the possible energy saving measures were not completed because those measures would have cost much more than would have been realized in energy savings. He also noted they had hired a part-time person to complete an energy conservation program, which was I moderately successful. Mr. Hertz then stated the City and County have considered a cooperative effort for garbage collection. He also noted the possibility of installing an incinerator near the university that could provide heat for all of the buildings at the university, and possibly all of the public buildings in Bellingham. Mr. John Parker asked Mr. Hertz what role he feels the news media has in City govern- ment. He also asked Mr. Hertz how he feels about the open meeting law. He also noted the editorial in Sunday's newspaper addresses the possible closure of the Commission meeting to . discuss the City Manager candidates. Mr. Hertz stated he has worked with the media and has formed a good relationship with the press, primarily because he tries to be honest and direct. He noted very little business is conducted behind closed doors, and the press has a clear understanding that only those items requiring privacy are discussed in such meetings. Mr. Hertz stated he feels the open meeting law is strict. He noted he has opened several administrative meetings to the press, although it is not required. Mr. Hertz then stated he feels the discussion of City Manager candidates should be conducted among the Commissioners. He indicated that, even if the Commission meeting is open, the press should respect the issues of privacy and not attend the meeting. Commissioner Anderson asked Mr. Hertz to describe his experience with downtown develop- ment. Mr. Hertz stated he believes in downtowns. In Bellingham, the City signed an agree- ment with the GSA office in Washington, DC, that all federal offices would be located in the I downtown if at all possible. The City of Bellingham also has a similar agreement with the State of Washington for all state offices. Mr. Hertz stated a $3 million SID has been established in the downtown area for street improvements and amenities to the area. Also, several projects utilizing federal funding have enhanced the downtown area. He noted he has not had any ex- perience with UDAG funding, but he feels the program could be a good one. Mr. Hertz then noted it is to the community's advantage to take advantage of state and federal programs. Commissioner Mathre asked Mr. Hertz what types of growth he feels are beneficial and what his general attitude about growth is. Mr. Hertz stated growth is necessary in a community, or it will stagnate and decline. He noted that growth must be controlled and managed. He also indicated the quality of life in the community must be considered, and the kinds of growth that will not detract from that quality should be encouraged. Commissioner Anderson asked Mr. Hertz if the City- of Bellingham has any provisions for water quality in its plans. Mr. Hertz stated the City of Bellingham does not have much information on current water concerns, but people are becoming concerned about groundwater because of development around the fringe area of the city. He noted the City's water source is a seventeen-mile lake located in the county. Mr. Hertz then stated there is a paper and pulp mill located in the downtown area, as well as several other industries. He noted the area has worked to improve the air quality standards and keep the area as clean as possible. Mayor Stiff then asked Mr. Hertz if he had any questions for the Commission. I Mr. Hertz asked the Commissioners what they are looking for in a City Manager. Mayor Stiff stated the Commission is seeking a degree of education, expertise and back- ground experience that has never been a part of the job in the past, and which the Commission feels is now necessary. Commissioner Anderson stated the City is ready to implement government by objectives and evaluations. Commissioner Weaver stated the City needs a process to identify needs and to consider those needs. The Commissioner then noted Mr. Hertz has a significant record of accomplishments Special Meeting 12-07-83 It 45 and asked him how he would feel about the possibilities he would face in Bozeman. Mr. Hertz stated he is a practical administrator and likes to see things happen. He stated he likes to work with and motivate staff members. He also likes to see a city grow and new improvements made. He stated he feels this community has a need for such things. Mr. Hertz then noted the City of Bellingham had no credibility in the State of Washington a few I years ago; and that has changed. He noted that his salary was $35,000.00 when he was first elected Mayor. He stated that salary has now been increased to $46,000.00, which is still lower than the salaries of fourteen department heads. He then stated Montana has limited funding for ideas, but indicated there are external funding opportunities and possibly internal funding possibilities. He indicated the City Manager should be willing to work with the Legislature to increase funding opportunities to cities. Commissioner Vant Hull asked Mr. Hertz if he has had any experience in using Univer- sity staff and students to help in the local government operations. Mr. Hertz stated he has worked closely with University staff, particularly in the areas of planning and parks and recreation. He noted interns have worked in almost all departments; and the City utilizes work-study help during the summer. He noted the relationship between the City and the University is a good one. Mr. Hertz then indicated he feels the salary for the City Manager position should be established after review of the community's living standards. He noted the City Manager should be able to live reasonably well. He also noted that if a City Manager does a good job, he will receive salary increases. Mr. Hertz then stated he feels a City Manager can remain effective in a community, no matter how long he has been there. Mayor Stiff asked Mr. Hertz how he has implemented fiscal evaluation in Bellingham. Mr. Hertz stated he went through zero-based budgeting and found it was a waste of time. He stated he has found the best method for evaluation of the budget is the level of services accepted by the public. I Mayor Stiff then asked what method is best for evaluating a position and determining if it should be eliminated. Mr. Hertz stated there is no way to evaluate a position objectively. He noted it is a subjective analysis because it is difficult to evaluate another person's time. However, if the Commission has faith in the City Manager and they work well together, they should discuss the matter and determine what is best for the City. Commissioner Vant Hull asked Mr. Hertz if he has any suggestions on how the Commis- sion should work with and understand the City Manager. Mr. Hertz stated it is important to understand what the individuals within the organi- zation do. He noted it is difficult to evaluate a program if you don't understand what the people do. He also noted it is important for the Commissioners to gain the employees' respect and for the Commissioners to respect the employees. Mr. Hertz then stated that if he is considered for this position, he would like to know what the final vote was. The Commission thanked Mr. Hertz for coming to Bozeman for the interview. Adjournment - 6:15 p.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Weaver, 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 Weaver, Commissioner Yant Hull, Commissioner Anderson, Commissioner Mathre and Mayor Stiff; I those voting No, none. ALFRED M. STIFF, Mayor ATTEST: Clerk of the Commission Special Meeting 12-07-83