HomeMy WebLinkAbout05-03-17 City Commission Minutes U q'L
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THE CITY COMMISSION SPECIAL MEETING OF BOZEMAN, MONTANA
MINUTES
Wednesday, May 3,2017
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/Roundtable: Interim City Manager Dennis Taylor,Assistant City Manager
Chuck Winn, IT Director Scott McMahan, HR Director Bethany Jorgenson, Public Works Director Craig
Woolard,Community Development Director Marty Matsen, Fire Chief Josh Waldo, Parks, Recreation,
Cemetery, & Forestry Director Mitch Overton, Library Director Susan Gregory,Assistant City Attorney
Karen Stambaugh, and City Clerk Robin Crough
A. 06:35:28 PM (00:06:37)Call to Order—LATE START TIME-6:30 PM-Commission Room,City Hall,
121 North Rouse
Mayor Taylor called the meeting to order at 6:35 PM.
B. 06:35:35 PM (00:06:44) Pledge of Allegiance and a Moment of Silence
C. 06:36:42 PM (00:07:51)Changes to the Agenda
There were no changes to the agenda.
D. 06:36:49 PM (00:07:58) Public Comment
There was no public comment.
E. 06:37:13 PM (00:08:22)Action Items
1. 06:37:22 PM (00:08:31) Final Draft of Position Description/Class Specification Discussion (D.
Taylor/Jorgenson)
06:37:32 PM (00:08:41)Staff Presentation
Interim City Manager Taylor presented an overview of the three action items for the evening. He
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Bozeman City Commission Special Meeting Minutes,May 3,2017
discussed the role of the recruitment firm. He noted core competencies, attributes,experience,skills,
management styles, and qualifications that may be considered this evening.
06:46:39 PM (00:17:48) Questions/Discussion
CR Krauss stated he was looking for a statement of leadership qualities.
CR Mehl agreed with delegating as long as they can look at it again for revisions/approval.
DM Andrus is okay with this as long as it comes back, but asked if more information was needed at this
time.
CR Pomeroy asked if the class specification was general,stated a number of items she wanted to delete.
06:56:00 PM (00:27:09) Public Comment
There was no public comment.
06:56:10 PM (00:27:19)Motion to direct the Interim City Manager to work with the Human Resources
Director to draft an updated city manager position description and class specification to present to the
City Commission for discussion,review, and approval.
Commissioner-Jeff Krauss: Motion
Commissioner-Chris Mehl: 2nd
06:56:44 PM (00:27:53) Discussion
CR Krauss left the recruiter out intentionally so they can review it earlier with staff.
06:57:43 PM (00:28:52) Vote to direct the Interim City Manager to work with the Human Resources
Director to draft an updated city manager position description and class specification to present to the
City Commission for discussion,review and approval. 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
2. 06:57:56 PM (00:29:05) Delegate Selection of Recruitment Firm for the New City Manager to
the Interim City Manager(D.Taylor/Jorgenson)
06:58:12 PM (00:29:21)Staff Presentation
Interim City Manager Taylor discussed the executive search firm solicitation process.
06:59:27 PM (00:30:36) Questions/Discussion
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Bozeman City Commission Special Meeting Minutes,May 3,2017
Mayor Taylor asked if it would be beneficial to have a sub-group of two Commissioners to help with
selection.
CR Pomeroy asked why it was beneficial for the staff to select one firm instead of three for the
Commission. She stated she'd like to see three to choose from.
CR Krauss stated he'd rather have more involvement than expediency. His preference may be two, or
with Commissioners involved.
DM Andrus would rather have the discussion up front to discuss the firms, but asks for staff's
recommendation.
Mayor Taylor stated he's not sure he knows enough to make a call upon interviewing, and would
welcome other Commissioners involved with initial review.
CR Mehl noted the logistical challenges and fees to bring firms in.The process concerns him less than
the final review by the Commission.
DM Andrus does not want to bring firms in, and she is happy to be on the committee as well.
CR Pomeroy thinks the City can afford to bring firms in.
CR Krauss agreed with CR Pomeroy.
Mayor Taylor expressed concern with the timeline, and wants someone in place by June V.
CR Mehl stated he is okay with reviewing the raw material, or interviewing electronically.
CR Pomeroy asked about the timeline for getting the City Manager.
DM Andrus stated she heard that the Commission wants to talk to the firms before a choice is made.
07:18:34 PM (00:49:43)Motion to authorize the Interim City Manager to select and enter into a
professional services agreement with an executive search firm for city manager recruitment services.
Commissioner-Chris Mehl: Motion
Deputy Mayor-Cynthia Andrus:2nd
07:18:51 PM (00:50:00) Discussion
CR Mehl stated that staff should use criteria to narrow it down to 2 or 3 firms for Commission selection.
DM Andrus preferred to Skype.
07:20:12 PM (00:51:21)Amendment to the Motion to Skype[with the firm candidates]instead of
flying them[in prior to selection].
Deputy Mayor-Cynthia Andrus: Motion
Commissioner-Chris Mehl: 2nd
07:20:37 PM (00:51:46) Discussion
DM Andrus stated it would be more expeditious and economical.
CR Mehl stated that video conferencing is useful.
07:21:55 PM (00:53:04) Vote on the Amendment to the Motion to Skype[with the firm candidates]
instead of flying them din prior to selection]. The amendment passed 3-2.
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Bozeman City Commission Special Meeting Minutes,May 3,2017
Deputy Mayor-Cynthia Andrus: Motion
Commissioner-Chris Mehl: 2nd
Deputy Mayor-Cynthia Andrus:Approve
Commissioner-Jeff Krauss: Disapprove
Mayor-Carson Taylor:Approve
Commissioner-Chris Mehl:Approve
Commissioner-I-Ho Pomeroy: Disapprove
07:22:12 PM (00:53:21) Discussion
CR Mehl stated the recruiters' responses will be public record.
Interim City Manager Taylor clarified that it may be a different company, not necessarily Skype. He
stated review can begin early next week. Discussion on schedules will occur later at an appropriate
point.
Mayor Taylor discussed the timeline.
07:24:16 PM (00:55:25) Vote on the Motion as Amended to authorize the Interim City Manager to
select and enter into a professional services agreement with an executive search firm for city manager
recruitment services and to Skype[with the firm candidates]instead of flying them[in prior to
selection]. The motion passed 3-2.
Commissioner-Chris Mehl: Motion
Deputy Mayor-Cynthia Andrus: 2nd
Deputy Mayor-Cynthia Andrus:Approve
Commissioner-Jeff Krauss: Disapprove
Mayor-Carson Taylor:Approve
Commissioner-Chris Mehl:Approve
Commissioner-I-Ho Pomeroy: Disapprove
3. 07:24:43 PM (00:55:52) Continued Discussion on Desired Attributes and Qualifications of the
City Manager with Director Team (D.Taylor/Jorgenson)
07:25:02 PM (00:56:11)Staff Presentation
Interim City Manager Taylor discussed the list from the Leadership Team describing the ideal candidate.
07:26:56 PM (00:58:05)Questions/Discussion
The Leadership Team and Commission discussed via roundtable their desired qualifications/attributes
presented (attached to minutes). Interim City Manager Taylor added communication skills to the list.
CR Mehl's first choice from the staff list is the ability to be proactive.
CR Pomeroy's first choice is urban experience.
Mayor Taylor's first choice is visionary and supportive, combined with proactive and anticipatory
problem solver.
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Bozeman City Commission Special Meeting Minutes,May 3,2017
DM Andrus's first choice is innovative,strategic, and visionary, but also liked directing,guiding,
supporting, and motivating.
CR Krauss also liked communication, but also to know the city and who they are communicating with, by
gathering information.
Mayor Taylor asked staff for their opinion on feedback on the Commission's comments from the last
meeting. Staff provided feedback about their preferences of both positives and negatives of what has
been discussed so far.
The Commission and staff discussed the balance of expertise/leadership, experience, and personality
traits. Staff/Commission asked if there was anything unique about Bozeman to consider, and discussed
what traits would be helpful in managing the Leadership Team, including communication,ethics,
transparency,fairness:expanding business success outside of just downtown and ending favoritism, and
listening/understanding/being decisive and supportive.
The Commission and staff discussed what type of qualifications would be helpful in managing the
Commission, including trusting the judgment of staff, legitimate experience respected by the
Commission, creativity/innovation, conversant in data/technology, respect, confidence and the ability to
be decisive, competence, and attentiveness.
Mayor Taylor stated that HR,the Interim City Manager Taylor, and the recruitment firm come back with
a consolidated list.
Interim City Manager Taylor spoke of the democratic process of leading and governing overtime, and
the roles. He summarized the process determined this evening.
08:26:17 PM (01:57:26)Motion to direct the Interim City Manager to work with the successful
executive search firm and the Human Resources Director to develop a draft and finite list of desired
attributes, qualifications,skills, and preferred management style considerations for further City
Commission discussion and in preparation for developing the candidate profile.
Commissioner-Chris Mehl: Motion
Commissioner-I-Ho Pomeroy: 2nd
08:26:48 PM (01:57:57) Discussion
CR Krauss requested that the list get classified into bite-size pieces.
CR Pomeroy emphasized the importance of having someone that can set priorities and help complete
them.
08:30:00 PM (02:01:09) Public Comment
There was no public comment.
08:30:06 PM (02:01:15) Vote to direct the Interim City Manager to work with the successful executive
search firm and the Human Resources Director to develop a draft and finite list of desired attributes,
qualifications,skills,and preferred management style considerations for further City Commission
discussion and in preparation for developing the candidate profile. The motion passed 5-0.
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Bozeman City Commission Special Meeting Minutes,May 3,2017
Commissioner-Chris Mehl: Motion
Commissioner-I-Ho Pomeroy: 2nd
Deputy Mayor-Cynthia Andrus:Approve
Commissioner-Jeff Krauss:Approve
Mayor-Carson Taylor:Approve
Commissioner-Chris Mehl:Approve
Commissioner-I-Ho Pomeroy:Approve
F. 08:30:23 PM (02:01:32) FYI/Discussion
1. Mayor Taylor discussed the upcoming schedule for Commission meetings and for fitting in a
special meeting if necessary.
2. CR Krauss stated that once a quarter the staff and Commission had a joint meeting.
3. Director Overton noted that May 24'at noon is the groundbreaking for the Bozeman Sports
Park.
G. 08:34:18 PM (02:05:27)Adjournment
Mayor Taylor adjourned the meeting at 8:34 PM.
Carson Taylor
Mayor
ATTEST:
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PREPARED BY:
Robin Crough
City Clerk
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Bozeman City Commission Special Meeting Minutes,May 3,2017
Approved on:
Page 7 of 7
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