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Home My WebLink About06-15-17 City Commission Minutes �x A'ao.� THE CITY COMMISSION SPECIAL MEETING OF BOZEMAN, MONTANA MINUTES Thursday,June 15,2017 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: Interim City Manager Dennis Taylor, City Clerk Robin Crough, Human Resources Director Bethany Jorgenson, Ron Holifield with SGR A. 06:01:07 PM (00:01:32)Call to Order—6:00 PM-Commission Room, City Hall, 121 North Rouse Mayor Taylor called the meeting to order at 6:01 PM. B. 06:01:15 PM (00:01.40) Pledge of Allegiance and a Moment of Silence C. 06:02:05 PM (00:02:30)Changes to the Agenda There were no changes to the agenda. D. 06:02:13 PM (00:02:38) Public Comment There was no public comment. E. 06:03:04 PM (00:01 9)Action Items 1. 06:03:08 PM (00:03:33)Work Session with Strategic Government Resources(SGR)to Discuss Final List of Attributes and Authorize the Interim City Manager to Approve the City Manager Profile (Jorgenson/D.Taylor) 06:03:21 PM (00:03:46)Staff Presentation [CM Taylor introduced Ron Holifield with SGR. Mr. Holifield with SGR discussed his interviews over the last two days. He discussed consistencies in what he heard. He discussed the structure and purpose of the City Manager Profile. Page 1 of 6 Bozeman City Commission Meeting Minutes,June 15,2017 He first discussed the general characteristics that came through consistently. 1.A strong focus on trust-building,with the Commission, with the rest of staff, and with the community. 2.A high degree of honesty and integrity. 3.A sense of decisiveness—someone willing to be the boss. 4.A team-builder. 5.A strong communicator,specific to listening. 6. Highly engaged with the community. 7. Growth-management experience. 8.Systems-building experience. 9.Strong in managing Council relations. 10. High emotional intelligence and self-awareness of strengths and weaknesses. 11.A track record of building relationships with other entities. 12. Knows how to lead change and help the Commission and staff break old habits in order to improve. 13. Energetic. 14.Thoughtful and ability to analyze complex problems and find solutions. 15. Self-reflective. 16. Effective at managing conflict. 17. Self-confident and secure. 06:18:42 PM (00:19:07) Reference Time Stamp Mr. Holifield went deeper on the issues of growth management and the transitional problems from a small community to a big city.Affordable housing came up in the context. He also discussed the importance of team-building. He discussed the strength of staff, and that staff want a strong leader.The recent reorganization has created some new challenges that need to be addressed. He stated that morale is a significant issue as well.There isn't a strong team at the moment, and that team retreats haven't happened in years, and needs to happen. He also discussed trust-building as a priority. He noted significant systems weaknesses.There is an absence of a strong and clear strategic vision and the absence of a strategic plan. He discussed succession planning and staffing plans. He also discussed the need to institutionalize a "no surprises" environment. He discussed the lack of prioritization. It was also identified there have been inconsistencies with some policies and ordinances.The final area was governance culture and policies.The level of engagement that the Commission has with staff has created significant challenges.This significantly influences the candidate pool and who will accept the position. He went into the governance discussion in depth, including Commission favoritism with staff, the desire to have a strong leader, equality of the Commission, circumvention of the City Manager, inquisitions of staff,treating the staff with disrespect, Commission interference with staff reporting issues. His perception is important to demonstrate that of potential candidates.The City has a very strong staff, some very broken systems, and the opportunity for more enjoyment from the Commission if this gets fixed. 06:45:48 PM (00:46:13)Questions Mayor Taylor asked how this connects to the Commission in hiring a strong city manager. Mr. Holifield Page 2 of 6 Bozeman City Commission Meeting Minutes,June 15,2017 stated that Commission acknowledge of good governance will dramatically improve the situation. CR Mehl asked how to translate this information into action tonight. Mr. Holifield suggested adopting a governance policy immediately. Mayor Taylor asked what else they could do to transition to a growing community. Mr. Holifield stating creating systems that can accommodate a growing environment. DM Andrus asked if the Commission needs to be in agreement with how to fix systems that they haven't defined yet. Mr. Holifield discussed that it needs to be acknowledged as an issue going into the recruitment. CR Krauss thanked Mr. Holifield for the outside perspective, and translating this into the next step is what's important. He asked what is expected of the Commission next. Mr. Holifield clarified right now all he needs tonight is to hear from the Commission that the traits discussed earlier sound good. CR Mehl asked if prioritization was in consensus. He asked if such a person exists, and how do they prioritize that list with candidates. Mr. Holifield discussed that it will be a combination of strengths and weaknesses. CR Mehl followed up to how they find the balance of taking some action or letting the new city manager determine some of the fixes with administrative structure. Mr. Holifield stated that any staff issues are the purview of the city manager, no relationship changes should change at this point. ICM Taylor discussed the Charter and its self-governing powers. Mayor Taylor asked about the differences between attributes and that which is indicative of attributes. Mr. Holifield discussed how this comes into play in the recruitment process. CR Pomeroy asked what a "strong leader" means. Mr. Holifield stated that a great city manager doesn't have an agenda. CR Krauss discussed the difference between management leadership and policy leadership. He asked what the next piece to discuss was. 07:13:35 PM (01:14:00) Public Comment There was no public comment. 07:14:10 PM (01:14:35)Motion to approve the list las discussed]and authorize the Interim City Manager to fine-tune the[City Manager]Profile. Commissioner-Jeff Krauss: Motion Commissioner-I-Ho Pomeroy: 2nd 07:14:53 PM (01:15:18) Discussion CR Krauss stated that the process of the last few days created a sense of what is going on. His only hesitancy is that this is what is happening now. Let's not fix the past and create new problems however. CR Pomeroy stated that this discussion is about the perfect manager. CR Mehl echoed that while the list is large,they should strive to get as close as possible. He agrees its of this moment, but many characteristics are universal. DM Andrus agrees with the list,and appreciated Mr. Holifield's presentation. Mayor Taylor stated the list may be too long, and that the profile will have a smaller number. Page 3 of 6 Bozeman City Commission Meeting Minutes,June 15,2017 07:19:01 PM (01:19:26) Vote on the Motion to approve the list as discussed and authorize the Interim City Manager to fine-tune the[City Manager]Profile. The motion passed 5-0. Commissioner-Jeff Krauss: Motion Commissioner- 1-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 2. 07:19:17 PM (01:19:42)Approval of the City Manager Recruitment Process Timeline (Jorgenson/ D.Taylor) 07:19:27 PM (01:19:52)Staff Presentation ICM Taylor stated that the timeline presented in the memo reflects that it is better to be longer term than shorter term. Mr. Holifield noted a few key dates determined. 07:21:07 PM (01:21:32)Questions of Staff CR Pomeroy asked if one month should be added to accommodate summer schedules. CR Mehl asked what his experience with summer recruitments is. Mr. Holifield stated this schedule is slower, but can be flexible to stretch if necessary. CR Mehl asked about the involvement part of the recruitment. Mayor Taylor asked when he'd next be back. Mr. Holifield stated September P. CR Krauss stated we need to be flexible. DM Andrus asked if a meeting was happening on June 29tn. Mr. Holifield stated no. DM Andrus asked if they would see it. Mr. Holifield state yes. Mayor Taylor stated his preference is more haste whenever possible. 07:27:37 PM (01:28:02) Public Comment There was no public comment. 07:27:46 PM (01:28:11)Motion to approve the City Manager Recruitment Process Timeline as discussed. Commissioner-Chris Mehl: Motion Deputy Mayor-Cynthia Andrus: 2nd 07:27:53 PM (01:28:18) Discussion CR Mehl stated they will see, but this seems like a reasonable start. CR Krauss endorsed the Mayor's comments that this is the Commission to make this decision. Page 4 of 6 Bozeman City Commission Meeting Minutes,June 15,2017 07:29:51 PM (01:30:16) Vote on the Motion to approve the City Manager Recruitment Process Timeline as discussed. The motion passed 5-0. Commissioner-Chris Mehl: Motion Deputy Mayor-Cynthia Andrus: 2nd Deputy Mayor-Cynthia Andrus:Approve Commissioner-Jeff Krauss:Approve Mayor-Carson Taylor:Approve Commissioner-Chris Mehl:Approve Commissioner-I-Ho Pomeroy:Approve F. 07:30:10 PM (01:30:35) FYI/Discussion • CR Mehl reminded the public of the Monday and Thursday meetings next week. • CR Pomeroy asked about the salary of the city manager position. Mayor Taylor stated this cannot be discussed until the item is reopened. 07:31:18 PM (01:31:43)Motion to reopen Action Item 1 as to address the unresolved issue of salary. Commissioner-I-Ho Pomeroy: Motion Commissioner-Chris Mehl: 2nd 07:31:40 PM (01:32:05) Discussion CR Mehl stated that this should be opened if a point needs to be made. 07:32:02 PM (01:32:27) Vote on the Motion to reopen Action Item 1 as to address the unresolved issue of salary. The motion passed 5-0. Commissioner-I-Ho Pomeroy: 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 07:32:18 PM (01:32:43)Questions of Staff/Discussion CR Pomeroy stated it is a good idea not to publish the salary, and asked can it be"to be determined." Mr. Holifield discussed when this comes into the process. Mayor Taylor asked if there was any disadvantage to stating DOQ. Mr. Holifield stated no. DM Andrus asked why this discussion was happening. CR Pomeroy reiterated she does not want this published. Page 5 of 6 Bozeman City Commission Meeting Minutes,June 15,2017 Mayor Taylor stated this is relatively self-evident. CR Mehl stated that he is happy with the answer given by Mr. Holifield. G. 07:36:28 PM (01:36:53)Adjournment Mayor Taylor adjourned the meeting at 7:36 PM. Carson Taylor Mayor B O2 ATTEST: OV. r *p• ' t - ~•�� Robin Crough y�L•• .1 g83•��S City Clerk 9?'IN CO.1'1 PREPARED BY: Robin Crough City Clerk Approved on: Page 6 of 6