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HomeMy WebLinkAbout2004-01-20 Minutes, City Commission MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA January 20, 2004 ***************************** The Commission of the City of Bozeman met in regular session in the Commission Room, Municipal Building, on Tuesday, January 20,2004, at 7:00 p.m. Present were Mayor Andrew Cetraro, Commissioner Jeff Krauss, Commissioner Marcia Youngman, Commissioner Steve Kirchhoff, Commissioner Lee Hietala, Acting City Manager Ron Brey, Planning Director Andy Epple, City Attorney Paul Luwe and Clerk of the Commission Robin Sullivan. The meeting was opened with the Pledge of Allegiance and a moment of silence. Acting City Manager Brey indicated he has received a request that Ordinance No. 1610 be removed from the Consent Items for discussion, and asked that Commission Resolution No. 3649 be removed as well since the two documents are linked. Minutes - January 12. 2004 Mayor Cetraro deferred action on the minutes of the meeting of January 12, 2004, to a later date. Consent Items Acting City Manager Brey presented to the Commission the following Consent Items. Authorize Actina City Manaaer to sian - Annexation Aareement with Chuck Hineslev. representina the Hineslev Familv Limited Partnership. and Sidney and Ethel M. Dvkstra -159.7130 acres described as Lots 1. 2 and 3. Minor Subdivision No. 201 (north side of Durston Road. north of Vallev West Subdivision) Approval of final plat for Laurel Glen Subdivision. Phase I - subdivide 61.2199 acres in southwest auadrant of Laurel Glen Subdivision into 121 lots and parkland (portion of Lots 1. 2 and 3. Minor Subdivision No. 201. located alona north side of Durston Road. north of Vallev West Subdivision) Authorize Actina City Manaaer to sian easements for Laurel Glen Subdivision. Phase I. as follows: Acceptance of (1) Public Street and Utilitv Easement and Aareement for 90-foot-wide easement across Lots 1 and 2. Minor Subdivision No. 201: (2) Public Park Easement containinQ 84.822 sauare feet on Lot 2. Minor Subdivision No. 201: l3} Sewer Pipeline Access Easement and Aareement for 30-foot-wide easement across Lots 1 and 2. Minor Subdivision No. 201: (4) Public Street and Utility Easement and Aareement for 60-foot-wide easement across Lots 1. 2 and 3. Minor Subdivision No. 201. alona north side of Durston Road: and (5) Public Stormwater Drainaae and Retention Easement on a portion of Lot 1. Minor Subdivision No. 201 Approval of final plat for Alder Creek Subdivision. Phase I - subdivide 19.9994 acres into 62 lots (northeast auadrant of Alder Creek Subdivision. alona west side of South Third Avenue. south of Allison Subdivision. Phase II) Acknowledae receipt of staff report - annexation of 40 acres described as Tract B. cas No. 2389 as reauested bv C&H Enaineerinq for John Rosa (3833 Durston Road) lA-03008) Commission Resolution No. 3650 - intent to annex 40 acres described as Tract B. cas No. 2389 (3833 Durston Road): set public hearina for February 23.2004 01-20-04 --------------- -------- __n___ _._ .___.. ___.._.__ - 2 - COMMISSION RESOLUTION NO. 3650 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, DECLARING IT TO BE THE INTENTION OF THE CITY OF BOZEMAN, THE INHABITANTS THEREOF AND THE INHABITANTS OF A TRACT OF LAND CONTIGUOUS TO SAID CITY OF BOZEMAN, AND HEREIN MORE PARTICULARLY DESCRIBED, TO EXTEND THE BOUNDARIES OF SAID CITY OF BOZEMAN SO AS TO INCLUDE SAID CONTIGUOUS TRACT WITHIN THE CORPORATE LIMITS THEREOF. Ordinance No. 1609 - settina Actina City Manager's salary. effective Januarv 13. 2004: provisionallv adopt and bring back in two weeks for final adoption ORDINANCE NO. 1609 AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, FIXING THE MONTHLY SALARY AND OFFICIAL BOND OF THE ACTING CITY MANAGER OF THE CITY OF BOZEMAN, AS REQUIRED BY LAW. Appointment of Commissioner Krauss and Commissioner Youngman to sub- committee to review Pledaed Securities as of December 31. 2003 Claims It was moved by Commissioner Krauss, seconded by Commissioner Youngman, that the Commission approve the Consent Items as listed, and authorize and direct the appropriate persons to complete the necessary actions. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Krauss, Commissioner Youngman, Commissioner Kirchhoff, Commissioner Hietala and Mayor Cetraro; those voting No, none. Public comment No public comment was received under this agenda item. Commission Resolution No. 3649 - annexing 159.7130 acres described as Lots 1. 2 and 3. Minor Subdivision No. 201 (north side of Durston Road. north of Vallev West Subdivision) Ordinance No. 1610 - zone map amendment - establishing initial municipal zonina desianations of R-1. R-2. R-3. R-4. B-1 and PLI on 159.7130 acres described as Lots 1. 2 and 3. Minor Subdivision No. 201 (north side of Durston Road. north of Vallev West Subdivision): provisionallv adopt and brina back in two weeks for final adoption Included in the Commissioners' packet was a copy of Commission Resolution No. 3649, entitled: COMMISSION RESOLUTION NO. 3649 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, PROVIDING FOR THE ANNEXATION OF A CERTAIN CONTIGUOUS TRACT OF LAND, HEREINAFTER DESCRIBED, TO THE CORPORATE LIMITS OF THE CITY OF BOZEMAN AND THE EXTENSION OF THE BOUNDARIES OF THE CITY OF BOZEMAN SO AS TO INCLUDE SAID CONTIGUOUS TRACT. Also included in the Commissioners' packet was a copy of Ordinance No. 1610, entitled: ORDINANCE NO. 1610 AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, AMENDING THE CITY OF BOZEMAN ZONE MAP BY ESTABLISHING AN INITIAL ZONING DESIGNATION OF "R-1" (RESIDENTIAL SINGLE HOUSEHOLD, LOW DENSITY DISTRICT), "R-2" (RESIDENTIAL TWO HOUSEHOLD, MEDIUM DENSITY DISTRICT), "R-3" (RESIDENTIAL MEDIUM DENSITY DISTRICT), "R-4" (RESIDENTIAL HIGH 01-20-04 ..--.-..---...---..-.-.--.-.-. - 3 - DENSITY DISTRICT), "PLI", (PUBLIC LANDS AND INSTITUTIONS DISTRICT), AND "B-1" (NEIGHBORHOOD BUSINESS DISTRICT) ON 156.96 ACRES SITUATED IN THE WEST HALF OF THE SOUTHEAST QUARTER AND EAST HALF OF THE SOUTHWEST QUARTER OF SECTION 35, TOWNSHIP 2 SOUTH, RANGE 5 EAST, MONTANA PRINCIPAL MERIDIAN. Acting City Manager Brey reminded the Commission that these items had been removed from the Consent Items for discussion, in response to Commissioner Hietala's request for discussion on the ordinance. Planning Director Andy Epple distributed a brief synopsis of the major changes in zoning designations between the previous zone code and the new unified development ordinance. He noted those revisions include combining of three single-household designations into one single-household zoning designation. Several of the multi-household zoning designations were also revised as a result of that combining of zones and now are more intuitive than the previous zoning designations. Since the new designations became effective between the time the Commission approved the initial municipal zoning designations and the adoption of this ordinance enacting those designations, the ordinance reflects both the zoning initially approved and the current designations. The Planning Director then highlighted some of the other revisions that have resulted from adoption of the unified development ordinance, including those projects that will be approved at staff level rather than coming to the Commission for consideration. He indicated that staff has conducted several informational workshops on the unified development ordinance and suggested that, if the Commission wishes, staff will make similar presentations during 6:00 p.m. work sessions. Commissioner Hietala thanked the Planning Director for his explanation, noting that he would appreciate 6:00 p.m. work sessions on the unified development ordinance, particularly since that document cast a wide net and changes were difficult to track. Responding to comments from Commissioner Hietala, the Planning Director stated that several years ago, the Commission established an informal policy to not allow the sale of alcoholic beverages for on-premises consumption in conjunction with an establishment that sells fuel. Also, a previous Commission endorsed codification of that policy; and that change was incorporated into the unified development ordinance. It was moved by Commissioner Youngman, seconded by Commissioner Kirchhoff, that Commission Resolution No. 3649, annexing 159.7130 acres described as Lots 1, 2 and 3, Minor Subdivision No. 201, be adopted; and that Ordinance No. 1610, establishing the initial municipal zoning designations of R-1, R-2, R-3, R-4, B-1 and PLI on that property, be provisionally adopted and that it be brought back in two weeks for final adoption. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Youngman, Commissioner Kirchhoff, Commissioner Hietala, Commissioner Krauss and Mayor Cetraro; those voting No, none. Public hearina - Certificate of Appropriateness to allow chanae in use of existina aaraae/art studio to aaraae/studio apartment on Lot 3. Block 8. Beall's Third Addition. with deviations from Section 18.16.040. to allow accessory dwellina unit on lot with less than 6.000 sauare feet and 60-foot width. and from Section 18.46.040. to allow one on-site parkina space rather than the reauired two spaces - Glade R. Youna. 318 North 3rd Avenue {Z-03299} This was the time and place set for the public hearing on the Certificate of Appropriateness requested by Glade Young under Application No. 2-03299, to allow a change in use from the existing garage/art studio to a garage/studio apartment on Lot 3, Block 8, Beall's Third Addition, with deviations from Section 18.16.040 of the Unified Development Ordinance, to allow accessory dwelling unit on lot with less than 6,000 square feet and 60-foot width, and from Section 18.46.040, to allow one on-site parking space rather than the required two spaces. The subject property is located at 318 North Third Avenue. Mayor Cetraro opened the public hearing. Historic Preservation Planner Allyson Bristor presented the staff report. She stated that under this proposal, the interior space above the attached rear garage is to be converted from an art studio to a studio 01-20-04 . _ __n___.__.___ . -------- ...-.--...-.... ..---.....-.-.. -.-....--...--..-- - 4 - apartment. In canjunctian with this canversian, the applicant is propasing the additian af a light saffit an the garage and ane an-site parking space. No. ather exteriar alteratians are propased. The Histaric Preservatian Planner stated that three deviatians are being requested in canjunctian with this request because the cade requires a 60-faat lat width and the subject lat is 35 feet wide; the cade requires a lat area af 6,000 square feet and the subject lat cantains 4,500 square feet; and the cade requires two. parking spaces while the applicant propases to. provide ane space. Histaric Preservatian Planner Bristar indicated that staff has reviewed this applicatian in light af the applicable criteria, and staff's camprehensive findings are cantained in the written staff repart. Based an thase findings, staff has farwarded a recammendatian far approval, sUbject to. five canditians. One public camment was received after the staff repart was campleted, and that camment was included in the Cammissianers' packets. She nated the neigh bar is cancerned abaut the fact that the property awners have three vehicles parked an the street naw, and haw adding a living unit might further impact the parking situatian. Respanding to. Cammissianer Yaungman, Planner Bristar stated this public camment daes nat change staff's recammendatian. She nated there is a trailer naw parked an the lat where the an-site parking space is propased; and that space is to. be limited to. use by the tenant af the apartment; and the an-street parking situatian will remain as it is. She then stated that if parking becames an issue, the neighbars can file a camplaint with the Planning Office. Ms. Tammy Yaung, ca-awner afthe praperty, stated the trailer will be maved to. a rental starage unit. She then indicated they want no. mare than ane persan living in the apartment, sa there will be no. extra vehicles at the site. No. public camment was received an this propased change in use. Since there were no. Cammissianer abjectians, Mayar Cetraro clased the public hearing. It was maved by Cammissianer Kirchhaff, secanded by Cammissianer Hietala, that the Certificate af Apprapriateness requested byGlade Yaung under Applicatian No.. Z-03299, to. allawa change in use from the existing garage/art studio. to. a garage/studio. apartment an Lat 3, Black 8, Beall's Third Additian, with deviatians fram Sectian 18.16.040 af the Unified Develapment Ordinance, to. allaw accessary dwelling unit an lat with less than 6,000 square feet and 60-faat width, and from Sectian 18.46.040, to. allaw ane an-site parking space rather than the required two. spaces, be appraved subject to. the fallawing canditians: 1. The prapased accessary dwelling unit shall adhere to. the standards stated in Sectian 18.40.030 "Accessary Dwelling Units," namely that the accupancy af the accessary dwelling unit daes nat exceed two. persans. 2. The propased an-site parking spaces shall adhere to. the canditians stated in Sectian 18.46.020 "Stall, Aisle and Driveway Design," namely that the parking space will measure at 20 feet in length and 8 feet in width. 3. Priar to. building permit appraval, the applicants shall apply far water and sewer permits, subject to. approval by the Water and Sewer Department. 4. The applicant shall abtain a building permit and pay all required fees priar to. canstructian, and within ane year af Certificate af Appropriateness approval ar this approval shall became null and vaid. 5. This praject shall be canstructed as approved and canditianed in the Certificate af Appropriateness with deviatians applicatian. Any madificatians to. the submitted and approved drawings shall invalidate the project's appraval unless the applicant submits the prapased madificatians far review and appraval by the Department af Planning priar to. undertaking said madificatians, as required by Sectian 18.64.110 af the Bazeman Unified Develapment Ordinance. 01-20-04 ...-. ---------.---..-- u....______._ ---.....- - 5 - The motion carried by the following Aye and No vote: those voting Aye being Commissioner Kirchhoff, Commissioner Hietala and Mayor Cetraro; those voting No being Commissioner Krauss and Commissioner Youngman. Public hearina ~ Zone Map Amendment ~ Morrison~Maierle. Inc.. for Dennis Balian and Garv Metcalf ~ amend initiallv approved municipal zonina desianation from R~2 to R~O on 11 acres and from R~2 to R-3 on 29 acres described as Tract A. COS No. 2389 (northwest corner of intersection of Durston Road and Cottonwood Road extended) (Z~03277) This was the time and place set for the public hearing on the Zone Map Amendment requested by Morrison-Maierle, Inc., for Dennis Balian and Gary Metcalf under Application No. 2-03277, to amend the initially approved municipal zoning designation on 40 acres described as Tract A, Certificate of Survey No. 2389, from "R-2" , Residential- Two-household, Medium-density, to "R-O", Residential-Office and "R-3" , Residential-Medium-density. The subject property is located at the northwest corner of the intersection of Durston Road and Cottonwood Road extended. Mayor Cetraro"opened the public hearing. Planning Director Andy Epple presented the staff report on behalf of Associate Planner Jami Morris. He stated the subject 40-acre parcel lies between Durston Road and West Oak Street at Cottonwood Road extended. An initial municipal zoning designation of "R-2" was preliminarily approved in conjunction with annexation of the subject property, at the property owner's request. At that time, staff recognized this was simply a holding zone designation until a subsequent purchaser came forward with a proposal for development. That has now occurred, and the purchaser is requesting "R-3" zoning for the southern 2/3 of the parcel and "R-Q" zoning for the northern 1/3 of the site. The Planning Director stated that staff has reviewed this application in light of the applicable criteria, and staff's comprehensive findings are contained in the written staff report. As a result of that review, he noted that staff has recommended approval of the requested zoning. Mr. Dennis Balian, applicant, stated he proposes a mix of single household, duplex and four-plex lots on the southern portion of the property; and that can be accomplished under the "R-3" zoning. He indicated that development of the "R-O" zoned portion of the property may include some office buildings, but may also include some apartments, four-plexes, duplexes and maybe some single-household units. He stressed that development of this property will be in keeping with the surrounding area and adjacent developments. Commissioner Kirchhoff voiced his concern with the requested "R-O" zoning, particularly in light of the number of office complexes in the community. He noted they are typically places where people go for a limited amount of time and result in separation of work areas from living areas and shopping areas. He encouraged the applicant to consider ways of breaking that pattern if at all possible. Mr. Balian indicated that he is considering a basketball/volleyball gymnasium on the north end of the property, and will give some thought to a possible office development on a portion of the site. Since there were no Commissioner objections, Mayor Cetraro closed the public hearing. It was moved by Commissioner Hietala, seconded by Commissioner Krauss, that the Zone Map Amendment requested by Morrison-Maierle, Inc., for Dennis Balian and Gary Metcalf under Application No. Z-03277, to amend the initially approved municipal zoning designation on 40 acres described as Tract A, Certificate of Survey No. 2389, from "R-2" , Residential- Two-household, Medium-density, to "R-O" , Residential-Office and "R-3", Residential-Medium-density, be initially approved and that staff be directed to bring back an ordinance enacting the amendment subject to the fOllowing conditions: 1. The ordinance for the zone map amendment shall not be adopted until the resolution of annexation is completed and adopted by the City Commission. If the annexation is not approved, the application shall be void. 2. The applicant shall provide a metes and bounds legal description and an 8Y:z-inch by 11-inch or 8Y:z-inch by 14-inch map of the area to be zoned, acceptable to the 01-20-04 __u____ ------.--- ----- ---- _.,.~ - 6- Director of Public Service, which will be utilized in the preparation of the ordinance to officially amend the City of Bozeman zoning map. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Hietala, Commissioner Krauss, Commissioner Youngman, Commissioner Kirchhoff and Mayor Cetraro; those voting No, none. Discussion re chanae in Commission meetina time Mayor Cetraro expressed his interest in holding Commission meetings at 7:00 p.m. on the first four Mondays of each month, eliminating the 3:00 p.m. session. He noted that the afternoon sessions cut the length of his workday significantly, with Mondays being his busy days with inventory and payroll. He also stated public feedback is that they appreciate the evening sessions. Commissioner Youngman noted the Commission has tried a number of different options for Commission meetings over the years and has found that a variety of things suffer with the elimination of the afternoon sessions, including Commissioner discussions and meetings with boards and various community groups. She voiced concern that, with the City Manager hiring process just beginning, the demands on Commission meeting times will be even greater than usual, and suggested that a change in meeting schedule be delayed until after that process is completed. Mayor Cetraro indicated he has no problem with holding special sessions at 6:00 p.m. to discuss pressing issues but feels the Commission can generally complete its usual business at the 7:00 p.m. sessions. Commissioner Hietala stated that with adoption of the unified development ordinance and the Mayor's intention to move meetings along, he feels 7:00 p.m. sessions only should work. He noted a willingness to consider revisions if the pressure of the schedule reveals the new meeting schedule will not work. Commissioner Krauss indicated that, personally, the 3:00 p.m. sessions are a hardship; however, he knew the meeting schedule when he ran for City Commissioner and was willing to accept that schedule. He then stated that he does not like the split meeting schedule, but would prefer to start the evening session at 6:00 p.m. if the afternoon sessions are retained. Responding to Commissioner Kirchhoff, Commissioner Youngman stated the Commission did try 6:00 p.m. meeting times, with public hearings at 7:00 p.m., but found that it could not complete all of its business items in that hour. She also cautioned that with 7:00 p.m. sessions only, the Commission may find itself attempting to make major decisions on difficult issues late at night. Commissioner Kirchhoff noted he admires the idea of efficiency and getting the work done, but he is leery that the Commission may not be able to conduct its business without going late into the night, when good decisions are not often made. He stated, rather, every application deserves good, sober consideration. He expressed a willingness to try the new schedule, knowing that it can be changed again if the Commission finds it does not work well. Acting City Manager Brey stated that, if the Commission wishes to make this change, the next step is for staff to bring back a resolution for consideration. He noted that if the Commission wishes to establish a 7:00 p.m. start time, specific items can be considered in a special meeting at 6:00 p.m. on an as needed basis. Mayor Cetraro noted that the 7:00 p.m. start time gives Commissioners and the community a chance to shift focus from work to Commission issues. Commissioner Krauss expressed a willingness to change the meeting time to 7:00 p.m., but noted that if meetings begin running to 1 :00 a.m., the Commission will need to revisit the issue. Commissioner Youngman indicated she cannot support the change in meeting time because she does not believe it serves the community well. 01-20-04 -.-.-. ---..---. .---. -.....---. ...-- - ..-".-- - 7 - It was moved by Commissioner Krauss, seconded by Commissioner Youngman, that staff be directed to bring back a resolution changing the Commission meeting time to 7:00 p.m. on the first four Mondays of each month. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Krauss, Commissioner Kirchhoff, Commissioner Hietala and Mayor Cetraro; those voting No being Commissioner Youngman. Continued discussion re selection process for new City Manaaer Included in the Commissioners' packets was a memo from Human Resources Director Pattie Berg, dated January 15,2004, forwarding information to assist the Commission in developing the position vacancy announcement, recruitment plan and selection plan. Distributed just prior to the meeting were a copy of the City's application form and the interview schedule used in the last hiring process. Acting City Manager Brey noted that the deadline for advertising in one of the national publications is tomorrow at 5:00 p.m., which may become a factor if the Commission chooses to pursue a national search. He suggested that if the Commission completes its review and decisions on the class specification, advertisement, supplemental questions and recruitment plan during this meeting, the recruitment process can begin immediately, with the selection plan being developed while the recruitment clock ticks. The Commissioners discussed whether advertising should be done locally, regionally or nationally. As a result of that discussion, a majority agreed that a national search should be undertaken, with February 27 set as the deadline for applications. Human Resources Director Pattie Berg reviewed the revisions to the class specifications in response to last week's Commission discussion. Commissioner Youngman noted the advertisement should include the reference to snow country that was included in the previous recruitment process; Human Resources Director Pattie Berg responded that if the Commission wishes to consider this as a qualification, it must be included in the class specifications. Following discussion, the Commissioners decided it would be possible to address this item by reading between the lines on the application materials submitted or by asking questions during the interview process. Human Resources Director Berg drewthe Commissioners' attention to the recruitment plan checklist in the packets and suggested the Commission identify the responses to each question. She began by suggesting that, at a minimum the Commission require a City application form, a cover letter and an application supplement. Commissioner Youngman stated she prefers not to use the standard City application form for this professional position; rather, she prefers that the Commission request a cover letter and resume plus responses to the application supplement. Human Resources Director Berg responded that an application form is quicker to review, and it is more difficult to falsify the information on that form than in a resume. She then indicated she has not looked at advertisements recently to see if City Manager applicants are required to submit the standard application form in other communities. Commissioner Youngman stated the application form does not provide the type of information that the Commission needs to hire a new City Manager. She also noted that the way an individual completes a resume teaches one something about the person that an application form does not. She expressed concern about requiring both an application form and a resume because it will result in double the review for each Commissioner. Mayor Cetraro stated his support for requiring both a City application form and a resume, as well as a cover letter and transcripts. 01-20-04 ------------.------.. -8- Commissioner Krauss suggested that the Commission require a resume and a cover letter that addresses the essential work of the City Manager, along with current salary information. He then indicated he does not support requiring a City application form. Human Resources Director Berg suggested that transcripts be collected at finalist time, cautioning that it may take an extended period of time for an applicant to gather transcripts and they are not needed at this time. She then noted that requesting salary history can be tricky under federal guidelines, although she acknowledged that it is easier for management positions than for others. Commissioner Krauss noted that comparing the salary to the information in the resume can be very revealing. He then reiterated his interest in requiring a cover letter, resume, salary history and responses to supplemental questions. Commissioner Youngman noted that if the City application is not used, the Commission needs to require references She then stated that five references were required during the last recruitment process. Mayor Cetraro expressed his support for using the City application form, noting he completed it in fifteen minutes. He also feels that a cover letter and resume should be required, but suggested that some type of criteria should be established so that the Commission receives the information in a standard format. Responding to the Human Resources Director, two of the Commissioners indicated their support for requiring the City application form. Commissioner Kirchhoff asked if the City application form can be tailored to fit the City Manager position, recognizing the application and resume can provide significantly different information. Commissioner Youngman stated that the things standardized on application forms are the least important items to be considered when hiring a City Manager. Rather, it is important to learn the things about people that are reflected in resumes and not application forms. She's also concerned about the redundancy of requiring both and the additional time involved in the screening process. Human Resources Director Pattie Berg stated that the application form includes a certification that the materials and information provided are honest and accurate. She acknowledged that the certification could be required on a shortened application form if the Commission wishes. Commissioner Youngman indicated her willingness to accept a shortened application form. Acting City Manager Ron Brey acknowledged that requiring both an application form and a resume seems redundant when considering the real professionals; however, he cautioned that he anticipates this process will generate a large pool of applications varying from one-page resumes with no specifics to full vitae. The standard application form will help the Commission complete the initial screening quicker than gleaning the information from a variety of formats. He then recognized the benefit t hat requiring an application form, cover letter and resume may provide, but cautioned that failure to sign the application form could result in the best candidate being rejected. He suggested that the Commissioners address each of the components of the application individually. A s a result 0 fthat polling process, a majority 0 f the Commissioners expressed support for requiring an application, cover letter, resume and responses to supplemental questions. Commissioner Krauss requested that the applications be unbound and indicated he continues to be interested in current salary information. Human Resources Director Pattie Berg asked the Commissioners to identify the questions they wish to include in the application supplement. As a result of discussion, the following questions were identified: 1. This position requires a Master's Degree in Public Administration, Business Administration or a closely related field and extensive experience in management preferably in the public sector at the local level of any government; or any equivalent combination of experience and training which provides the knowledge, skills and 01-20-04 m_____ ...__. ---..---- - 9 - abilities necessary to perform the work. Please describe how you qualify for this position. 2. Describe your management style and provide examples of how you have encouraged organization-wide efficiencies and employee responsibility. 3. Please describe your experience in the negotiation, administration and interpretation of collective bargaining agreements and in the processing of employee grievances. 4. Why do you think you would be a good fit for the City of Bozeman? The Commissioners turned their attention to the remaining questions on the checklist. They decided to accept faxes received by 5:00 p.m. on Friday, February 27,2004, as long as the original application is postmarked by February 27. Inquiries are to be directed to the Human Resources office, with the Human Resources office distributing the application materials, and applications being submitted to the Clerk ofthe Commission. Notice of the position is to be posted at the Job Service, advertised once in the ICMA Newsletter and posted on their website, advertised once in Jobs Available, advertised seven times in the Bozeman Daily Chronicle, and advertised once in the Montana group newspapers. Human Resources Director Pattie Berg stated that a separate e-mail account has been established for inquiries; and a lockable PDF file can be created to ensure applicants receive the entire application packages. The Commissioners turned their attention to the advertisement published in 1997, suggesting that revisions are needed. They decided to allow staff tom ake revisions a nd e-mail the n ew ado ut for comment, recognizing the deadline for Jobs Available is 5:00 p.m. on Wednesday. The Commissioners also agreed to require five references, to include the seven-year incumbent salary in the ad, and to include the confidentiality statement. Acting City Manager Brey suggested that the Commission discuss the selection plan during the recruitment process. He cautioned that these discussions must be held in open session, with potential applicants possibly being in the audience. Discussion - FYI Items The following "For Your Information" items were forwarded to the Commission. (1 ) Notice of a sidewalk construction informational meeting to be held at the Library at 7:00 p.m. on Tuesday, February 3 for residents of the New Hyalite View Subdivision. (2) Notice of the public hearing on the proposed amendment to the Greater Bozeman Area Transportation Plan, 2001 Update, scheduled for January 21 before the Transportation Coordinating Committee. Planning Director Epple announced that this application has been withdrawn. (3) Agenda for the County Commission meeting which was held at 9:00 a.m. today at the Courthouse. (4) Agenda for the Development Review Committee meeting which was held at 10:00 a.m. today at the Professional Building. (5) Agendas for the Zoning Commission meeting to be held at 7:00 p.m. and the City Planning Board meeting to be held at 7:30 p.m. on Wednesday, January 21 , in the Commission Room. (6) Acting City Manager Ron Brey announced that on Wednesday, January 28, he will be attending a meeting of large cities in Butte, as called by the Montana League of Cities and Towns. Topics of discussion will include the utility bankruptcy and settlement, the health insurance program, impact fee legislation, economic development policy and a revised approach to local option taxes. 01-20-04 -..--- - .------.---- .------ .--."..--------- - 10- (7) Acting City Manager Brey noted that Administrative Services Director Gamradt will talk to the Commission about the budget process at next week's meeting. He encouraged the Commissioners to think about the mechanism they want to include in the process, noting that previous budgeting processes have sometimes included the Commission setting goals and tours of City facilities. Responding to Commissioner Youngman, the Acting City Manager indicated he asked Director Gamradt to include a summary of the survey responses if possible. (8) Acting City Manager Brey stated he has put a solicitation to participate in the Most Livable Cities award process in the Commissioners' mailbox for review. He cautioned that participation costs $10,000. (9) Acting City Manager Ron Brey noted there has been recent discussion about replacing the chairs in the Commission Room, and suggested that purchasing ten chairs might be appropriate. Commissioner Krauss volunteered to get a variety of chairs delivered on a trial basis for next week's Commission meeting; the Commissioners agreed. (10) Planning Director Andy Epple submitted the following. (1) Announced the Recreation and Parks Advisory Board is working with Carson Taylor to host a meeting addressing Condition No. 21 for the hospital at 7:00 p.m. on January 29 at the Lindley Center. (2) Stated the Planning Board is working on the Bozeman Creek Neighborhood Plan, in response to the Commission's direction. (3) Announced that the Planning Department is seeking proposals from design consulting firms to update the design objectives plans which were adopted in 1992. He asked if any Commissioner wants to participate in the selection process and serve on the steering committee overseeing the process, noting he anticipates the entire process will take five to six months. (4) Stated Assistant Planner Dara MacDonald has submitted her letter of resignation and will be moving back to Colorado. (11) City Attorney Luwe stated that during the Commission meeting, he visited with Mr. Lowell Springer about the unified development ordinance. He then noted the Commission can anticipate a text amendment request within the next few weeks. (12) Commissioner Youngman noted she is currently overwhelmed with the consultant selection process for the parking garage. Acting City Manager Brey noted that some time ago, former City Manager Clark Johnson suggested the Commission appoint a liaison for the Arts at City Center project and suggested now may be the time to do so. Commissioner Kirchhoff volunteered to serve in that capacity; the other Commissioners concurred. (13) Commissioner Krauss stated he plans to attend the Mayor's Academy in ,late February in Bozeman. (14) Commissioner Kirchhoff announced that he will be attending a power place conference in Jackson, Wyoming, later this week. He noted the conference is hosted, in part, by the Jackson Hole Chamber of Commerce, and is designed to identify ways to dress up a community and not forget its identity. (15) Acting City Manager Brey briefly reviewed some of the agenda items for next week's meeting and asked if the Commissioners wish to call a special meeting at 6:00 p.m. to listen to a presentation on the unified development ordinance in lieu of the 3:00 p.m. session under the present meeting schedule; the Commissioners agreed to do so. Adjournment - 9:50 p.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Kirchhoff, seconded by Commissioner Hietala, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Kirchhoff, Commissioner Hietala, Commissioner Krauss, Commissioner Youngman and Mayor Cetraro; those voting No, none. 01-20-04 --------- . _n.___.__...._______._.____ . __ ...no___ -......--- .----..-- - 11 - AND ATTEST: ~.~~ Clerk of the Commission 01-20-04 ---- -------------------.- ------------ -.-----------