HomeMy WebLinkAbout04-20-17 City Commission Minutes N co.
THE CITY COMMISSION SPECIAL MEETING OF BOZEMAN, MONTANA
MINUTES
Thursday,April 20,2017
Deputy Mayor-Cynthia Andrus: Present
Commissioner-Jeff Krauss: Present
Mayor-Carson Taylor: Present
Commissioner-Chris Mehl: Present
Commissioner-I-Ho Pomeroy: Present
Staff Present at the Dais:Acting City Manager Chuck Winn,Assistant City Manager Chuck Winn, City
Clerk Robin Crough
A. 05:59:26 PM (00:02:07)Call to Order—6:00 PM-Commission Room, City Hall, 121 North Rouse
Mayor Taylor called the meeting to order at 6:00 PM.
B. 05:59:36 PM (00:02:17) Pledge of Allegiance and a Moment of Silence
C. 06:00:20 PM (00:03:01)Changes to the Agenda
There were no changes to the agenda.
D. 06:00:27 PM (00:03:08) Public Comment
There was no public comment.
E. 06:01:18 PM (00:04:00)Action Items
1. 06:01:23 PM (00:04:05) Discussion on Desired Characteristics and Qualifications of the City
Manager(Jorgenson) -'0
06:01:44 PM (00:04:25)Staff Presentation
FIR Director Bethany Jorgenson discussed the necessity for determining the knowledge,skills, and
abilities prior to the recruitment process.She discussed the changes she has initially made to the class
specification.
06:05:08 PM (00:07:49)Questions of Staff
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Bozeman City Commission Special Meeting Minutes,April 20,2017
Mayor Taylor asked how the process will work.
06:06:13 PM (00:08:54) Discussion
CR Krauss discussed his desire to figure out a timeline. He discussed the unique nature of the City
Manager reporting to the City Commission.The Commission discussed the potential timeline.
Mayor Taylor wanted an August offer if possible,the Commission discussed in detail.
CR Krauss stated the importance of involving the public substantially, as well as staff input.
06:25:51 PM (00:26:37) Reference Time Stamp/Discussion Continued
DM Andrus asked for clarification for all the changes that HR Director Jorgenson submitted. Ms.
Jorgenson discussed the reorganization,the distributed model for risk management, quantifying
experience, and the residency requirement.
CR Pomeroy asked about the MPA requirement.
CR Krauss asked if this helps the Commission decide who the City Manager should be.
CR Mehl discussed his support of the changes made by staff.
Mayor Taylor discussed risk management and the budget responsibility.
CR Krauss stated he wanted to discuss the characteristics of the City Manager, not the class spec. Upon
the mayor's request.
DM Andrus asked if the class spec helps determine wages. Ms.Jorgenson noted her suggestions.
CR Mehl discussed the need to lay out what the Commission is looking for.
CR Krauss stated that the class spec should be significantly shorter. He discussed the need for
simplification.
DM Andrus asked if a class specification was necessary, and why do we do it that way.
Mayor Taylor discussed the need to discuss the attributes and qualifications, and update the class spec
at a later date. He discussed the need for 1.Ability to work with other governmental administrators, 2.A
healthy attitude about conflict, 3.Transparency with citizens and Commission,4. Positively receive
constructive criticism, 5. Ability to take the community to the next level.
CR Krauss stated his first priority is ethical, second is demonstrated willingness to use good judgment,
must be honest and realistic and able to disseminate that to the Commission, innovation from knowing
the environment, and accountability.
CR Mehl stated proactive,transparent and ethical,works well in a dynamic and fast-paced environment,
ability to prioritize, high communication skills.
CR Pomeroy's top five was ethics,transparency, listening to the staff,strong experience with affordable
housing and homelessness/mental issues, ability to lead through growing pains,some expertise on local
option taxes, and equal pay.
DM Andrus's top five was having vision, communication, pushing the envelope,trust and ethics, and
team-building.
07:11:14 PM (01:12:00) Reference Time Stamp/Discussion Continued
CR Krauss discussed the need for a nurturing leader to help anticipate the Commission's needs, and how
the staff is being led.
Mayor Taylor agreed with benevolent and firm.
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Bozeman City Commission Special Meeting Minutes,April 20,2017
CR Pomeroy discussed the focus on people being very important.
CR Krauss reiterated it is important for the City Manager to help staff succeed with the Commission.
DM Andrus discussed analyzing/prioritizing/inspiring.
CR Pomeroy wants someone with a strong personality.
CR Krauss spoke of empathy.
CR Mehl stated the experience should be as a manager.
CR Pomeroy reiterated an ability to focus on people.
Mayor Taylor agreed with an ability to learn, know, and be interested in all aspects of the community.
CR Krauss stated a desire of experience working with a commission. Mayor Taylor stated he just cared
about the ability.
CR Krauss also discussed being open to applicants.
07:36:13 PM (01:36:59) Public Comment
There was no public comment.
07:36:32 PM (01:37:18) Discussion
CR Krauss and CR Mehl asked that the class spec be distributed to the Commission.
CR Mehl is okay with punting the item but it should be raised later.
2. 07:40:06 PM (01:40:52) Direction to Staff on Soliciting Executive Search Firm Proposals for
City Manager Recruitment (Jorgenson)411 a
07:40:27 PM (01:41:13) Recess
Mayor Taylor called the Commission into recess for 10 minutes.
07:52:02 PM (01:52:48)Call to Order
Mayor Taylor called the meeting back to order at 7:51 PM.
07:52:21 PM (01:53:07)Staff Presentation
HR Director Jorgenson discussed the recommendation of using an executive search firm, and why the
services are incredibly helpful.
07:57:03 PM (01:57:50)Questions of Staff
Mayor Taylor asked what the downsides from doing in-house. He also asked how much control they
have over viewing applications.
CR Mehl asked about the price estimate, as well as which buffet items were used in the past, and
whether this would be the same.
CR Pomeroy asked if there would be a lot of applicants through the firm.
08:00:48 PM (02:01:34) Public Comment
There was no public comment.
08:01:15 PM (02:02:01)Motion to direct staff to advertise for an executive search firm.
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Bozeman City Commission Special Meeting Minutes,April 20,2017
Commissioner-Jeff Krauss: Motion
Commissioner-Chris Mehl: 2nd
08:01:30 PM (02:02:16) Discussion
CR Krauss discussed this is the time to use expertise, and it's critical they do this right.
08:03:53 PM (02:04:39) Point of Order
It was determined the motion should state "solicit proposals" as it was the intent of the motion.
08:04:22 PM (02:05:09) Discussion Continued
CR Mehl is full supportive.
CR Pomeroy thinks it is a good idea.
DM Andrus also supports the motion.
Mayor Taylor will support the motion, expressing a concern to review some applications.
08:07:07 PM (02:07:54) Vote to direct staff to solicit proposals for an executive search firm. The motion
passed 5-0.
Commissioner-Jeff Krauss: Motion
Commissioner-Chris Mehl: 2nd
Deputy Mayor-Cynthia Andrus:Approve
Commissioner-Jeff Krauss:Approve
Mayor-Carson Taylor:Approve
Commissioner-Chris Mehl:Approve
Commissioner-I-Ho Pomeroy:Approve
08:07:29 PM (02:08:15) Discussion
CR Krauss noted topics he'd like to see discussed: breadth of the search, how much money to be spent,
advice from the City Attorney regarding confidentiality,the staff role in the process, and how to use the
public.
CR Mehl asked staff to come up with a list of everything that must be done to make this work.
Mayor Taylor asked about upcoming scheduling options. May 3`d at 6:30 PM was determined for the
next rescheduled meeting, and May 18th for a regular meeting.
F. 08:14:35 PM (02:15:21) FYI/Discussion
• Acting City Manager Winn noted that sound problems in the room are being addressed.
G. 08:15:13 PM (02:15:59)Adjournment
Mayor Taylor adjourned the meeting at 8:15 PM.
Carson Taylor
Mayor
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Bozeman City Commission Special Meeting Minutes,April 20,2017
ATTEST:
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PREPARED BY:
Robin Crough
City Clerk
Approved on: MPH I q
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Bozeman City Commission Special Meeting Minutes,April 20,2017
Discussion on Desired Characteristics and Qualifications of the City Manager
Attributes/Characteristics-Overview
• Distinguishing feature—unlike any other position in the organization,this position reports
directly to the City Commission.
• Should we have input from staff in what they would like to see in a City Manager?
• Involve Interim City Manager in discussion
• Work with consultants to get ideas about attributes
• Discussion about attributes tonight does not stop the conversation
• We need to hire a City Manager, not sure class spec helps do that -describes current
organization
• Could we end up with two documents—class spec and document describing attributes, one
describes day-to-day and the other describes what we are looking for
Attributes and Qualifications
• Being able to effectively work with governmental administrators
• Healthy attitude toward conflict
• Transparency
• Positively receive criticism
• Experienced... leads dynamic org forward
• Ethical
• Demonstrated willingness to use good judgment
o Proactive -out in front of commission and public
• Seefarahead
• Must be able to communicate to commission the reality of a situation
• Anticipate issues and future events
• Accountability
o Position of leading not following
o Risk management
o Credit-giver and blame-taker
• Proactive—looking ahead
• Integrity,transparency, ethical
• Works well in dynamic environment
• Prioritization (ability to prioritize)
• High communication skills
o Ability to thoroughly (and redundantly)communicate
• Ethics
• Transparency
• Listen to staff
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Bozeman City Commission Special Meeting Minutes,April 20,2017
• Focus on people (community, affordable housing,growth experience, exp with
homeless/mental health issues)
o Someone who can get around in the community and connect with all
■ Not just connecting with a small portion of the community
• Expertise with local option taxes
• Equal Pay
• Vision (visionary leadership)
• Communication (writing,speaking, listening,staff, neighbors)
• Pushing the envelope(anticipation, helping us to think out of our box and about things that are
coming
• Ethics/trust
• Teambuilding
o Investing in people
o Builds trust
• Nurturing (mentoring) leader
o Helps staff relate to and succeed with commission (pivot point)
• Benevolent, but firm leader
o Says "this is the way we're going to go" BUT listens
• Ability to juggle multiple bosses
• Analyzing, prioritizing, inspiring(successful prioritization)
o Ability to get buy-in from commission and staff
• Strong personality
o Ability to work with all 5 bosses, and
o Pushing own agenda
• Empathy
• Emotional intelligence
•
Class Spec Discussion
• Consider leaving out reference to any organization changes in class spec
• Risk management—the buck stops here. Leave section in.
• City Manager presents the budget, leave in
• Are we describing the attributes and characteristics in the class spec?
• Hopefully candidates will look at the class spec. should be up to date
• Gives idea of what City Manager is stepping into
• Consider re-writing general statement of duties
• Consider taking summary of duties from the charter
• Consider reducing the length of the class spec
• Consider waiting to update the class spec until consultant provides guidance
• Commission to make edits to class spec
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Bozeman City Commission Special Meeting Minutes,April 20,2017
Timeline/Process
• Decide about working with a consultant
• During the decision time, make some decisions about the distinguishing features and attributes
• When will new City Manager be hired? 4-6 months? Can we hire someone before the
beginning of school—make the offer in August(timeline ends August 7)? This may be a bit
ambitious.
• This means we need to hire an outside firm right away.
• How do we involve the public in the process? Sub-committees?
• Want to make sure we are moving efficiently without sacrificing the process
• Process,timeline, and then attributes?
Guidelines for City Commissioners?
Other Thoughts
• Separate experience from characteristics
• Attributes vs. core competencies
• Likely to hire someone who is experienced as a manager(not necessarily ACM who is reporting
to CM)—would have some knowledge of programs (affordable housing, etc.), but wouldn't be
the expert.
• Haven't said we would hire CEO of corporation, but could
• Having the ability to do these things is necessary. Experience is valuable
• Materials need to say we aren't just hiring an experienced City Manager. Are we open to
promoting someone who has good experience at a lower level?
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