City Council - 10/05/2010 - Workshop APPROVED MINUTES
CITY COUNCIL WORKSHOP & OPEN PODIUM
TUESDAY, OCTOBER 5, 2010 CITY CENTER
5:00—6:25 PM, HERITAGE ROOM II
6:30—7:00 PM, COUNCIL CHAMBER
CITY COUNCIL: Mayor Phil Young, Council Members Brad Aho, Ron Case, Jon Duckstad,
and Kathy Nelson
CITY STAFF: City Manager Scott Neal, Police Chief Rob Reynolds, Fire Chief George Esbensen,
Public Works Director Eugene Dietz, Community Development Director Janet Jeremiah, Parks and
Recreation Director Jay Lotthammer, Communications Manager Joyce Lorenz, City Attorney Ric
Rosow, and Recorder Lorene McWaters
Heritage Room H
Mayor Young was absent. Council Member Nelson joined the meeting at 5:35. Council
Member Aho joined the meeting at 5:45.
I. WORKING SESSION WITH M & A EXECUTIVE SEARCH REGARDING THE
CITY MANAGER SEARCH PROCESS
City Manager Scott Neal said it is important for the City Council to determine how they
will gather input on City Manager candidates from staff. He said when he interviewed
for Eden Prairie's position, there were two employee panels —one that included the five
department directors and another that included approximately 20 field staff. Council
Member Case said the Council needs to have a discussion on the value of staff input.
Greg Albrecht, the City's consultant for the City Manager search process, said the first
step in the process is for the City Council Members to fill out a survey, which was
distributed to them on Monday via e-mail and fax. Albrecht will then interview each
Council Member to get additional input. Albrecht said he will combine the information
gathered during the interviews with the survey data to create a draft profile. He said he
can also interview each department head and consolidate that information.
Albrecht said the next step would be for the City Council to meet to discuss points of
agreement and difference and work toward a consensus profile. Case said there is the
possibility that four out of five Council Members will be new in January, depending on
the results of the election. Nelson suggested getting input from the candidates running
for the City Council and Mayor seats. Albrecht said he can work that into the process.
He said it would also be possible to involve those who are elected, once results of the
election are known. Case said it will be important to select the type of City Manager who
is able to work with whatever Council is in place in January.
Council Member Aho joined the meeting at 5:45.
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October 5,2010
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Neal referenced an expedited timeline from Albrecht that would result in an offer the week
of December 6. Albrecht said a lot of recruitment activities can happen concurrently. For
instance, it is possible to identify candidates while compiling the profile. Nelson said she
thinks an expedited timeline would still probably not culminate in an offer until sometime in
January.
Case asked why there is such a rush. He said he does not sense urgency from the
community, especially since the new Council will not be in place until January. Aho said
they need to get the process going as soon as possible. He said there are important things
happening in the City that require a City Manager. He said he would like the new City
Manager to have input on the budget. Nelson said that even with the most expedited
process, the budget process would be completed by the time a new City Manager is on
board.
Albrecht said that an aggressive schedule would have a City Manager in place in 60 days, if
everything falls perfectly in place. Otherwise, 90 days is a reasonable estimate. He said a
February 1 start date is very possible.
Neal said he strongly advises that the deadline for application be after the election. He said
some potential candidates have expressed concern over applying for the position before the
results of the election are known. Aho suggested setting the application deadline a week
after the election; however,he said, a lot of work can be done before that time. Albrecht
said he typically conducts background checks on candidates before passing them along to
the City Council. He said he should be able to forward recommendations to the Council
around November 18. He said he anticipates a lot of interest in the position. He is already
hearing from people who want to apply.
Neal said he received e-mail input from Mayor Young. Young said he has a permanent
child care conflict that prevents him from attending meetings before 6:15 p.m. Young's e-
mail included the following points:
1. Young disagrees with the notion of candidates participating in the selection process
2. Young feels whoever is elected on November 2 should be included in the process
3. Young recommends a citizen panel, chaired by Rick King, consisting of no more
than 5 —7 members. The panel should include organizations like the Chamber of
Commerce.
Aho asked what kind of process Edina used when Scott Neal was interviewed. Neal said
anyone in the community who was willing to attend all of the public interviews was allowed
to participate. Case said he likes that kind of open-ended process. Nelson said she would
like a panel that includes the chair of each City commission, the Chamber of Commerce,
PROP, Women of Today, the Eden Prairie Foundation, and the head of the school district.
Aho suggested that each Council Member compile a list of who they think should be
included on the public panel and submit it to Greg Albrecht.
Case said he is intrigued with the democracy aspect of involving anyone who is interested.
Albrecht said one possibility is a meet and greet event where employees and members of the
public are invited to meet each of the candidates and their spouses. A form could be filled
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October 5,2010
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out by each participant at the end of the event, and Albrecht would then collate the
information. Aho said he favors the meet and greet format for staff and the general public.
Case said he likes the idea of getting public input,but would also like to have a committee-
type interview with community leaders. Aho said he likes the idea of getting input from
staff. There was general agreement that both a meet and greet and a committee interview
should be scheduled.
Lorene McWaters will facilitate scheduling of meetings between Greg Albrecht and the
Council Members and Department Directors. Albrecht also asked that Council Members
return completed surveys to him by Friday, October 8.
Albrecht will let City staff know how long he anticipates needing for the October 19
Workshop after he has received all of the surveys from the City Council.
Council Chamber
II. OPEN PODIUM
Mayor Young was absent. Council Member Aho conducted the Open Podium.
A. Jeff Strate—Birch Island Woods Conservation Area Parkin!
Strate said he does not see an overwhelming demand for additional parking in the
Birch Island Woods Conservation Area. He asked the City Council to delay the
planned parking lot construction. Strate said Ed Stracke of Friendship Ventures has
also expressed concerns about the proposed parking lot. Strate presented a concept
design created by landscape architect Jerry Bailey. The design calls for parallel
parking along Indian Chief Road. Strate said he feels that the Friends of Birch Island
Woods would be willing to help implement this plan. Strate said he is personally
committed to seeing a parallel parking plan implemented. Aho noted that Parks and
Recreation Director Jay Lotthammer would be presented more information about the
proposed project during the City Council meeting.
III. ADJOURNMENT