Chris Miller Finance Director City of Roseville

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1 From: Chris Miller Sent: Thursday, May 16, :45 AM To: *RVCouncil Subject: Tonight's Council Meeting Packet Dear Council, In the interest of aiding the discussion at tonight s Council meeting, I thought it might be purposeful to have the minutes from the July 17, 2006 City Council meeting which captured the discussion on appointing an interim City Manager after Neal Beets left. It also includes a discussion on the hiring process for the permanent City Manager position. I will have copies at the dais as well as public copies tonight. We will also post it on the website. Thanks. Chris Miller Finance Director City of Roseville

2 Minutes - Page Consider Appointment of Interim City Manager Human Resources Director Eldona Bacon provided information to the City Council on the City Manager selection process. Mayor Klausing opined his comfort with Finance Director Chris Miller serving as Interim City Manager during the search process, citing his experience; past assistance to City Manager Beets; and assured that given the status of the 2007 budget, that he could accommodate the additional work load, and had sufficient support staff to provide additional coverage in the Finance Department on a short-term basis. Consider Appointment of Interim City Manager Councilmember Ihlan elaborated on some of her previous concerns, assuring all that her concerns were not regarding Mr. Miller s qualifications; however, she opined the importance of having more than one applicant for the Interim position, given how long it could possible last depending on the search process.

3 Minutes - Page 17 Councilmember Ihlan suggested that the City Council consider candidates from outside City staff (i.e., former and retired staff, such as former Finance Director Ed Burrell), and would eliminate fairness concerns if any current staff were to consider the City Manager position on a permanent basis. Councilmember Kough opined his support of Public Works Director Duane Schwartz for the Interim City Manager position, even though Mr. Schwartz hadn t applied for the position. Human Resources Director Bacon advised the City Council to keep under consideration a retiree s benefit impacts (i.e., PERA and potential penalties for the retiree; COBRA health insurance coverage) and other potential complications and limitations that may arise under a contract position. Mayor Klausing expressed his tremendous respect for Mr. Schwartz and his abilities; however, he noted that no other City staff had expressed an interest in applying for the position when given several opportunities to do so. Mayor Klausing further expressed his concern that with Mr. Burrell s out-of-state residency and length of time out of city government questioned the continuity with the visioning and budgeting processes. Councilmember Pust expressed her satisfaction with the process and that, while given the opportunity to apply, no other staff persons had expressed an interest in applying and thus made their own professional choices. Councilmember Pust opined that while she had not previously considered Mr. Burrell, but recognized his history with the City, she was supportive of Mr. Miller s application; and further opined the need to have someone in place immediately upon City Manager Beets departure. Councilmember Ihlan concurred on the need to have someone in place as of Friday, July 21, 2006; and suggested appointing Mr. Miller to be the Acting City Manager until an Interim City Manager was appointed at an upcoming City Council meeting after other alternatives had been pursued and evaluated. Councilmember Maschka opined that Mr. Miller was the obvious

4 Minutes - Page 18 candidate; supported his expertise and capabilities; and suggested that rather than making a mountain out a molehill, the Council move forward and appoint Mr. Miller to serve as the Interim City Manager. Klausing moved, Maschka seconded, appointment of Finance Director Chris Miller to serve as the Interim City Manager for the City of Roseville, effective upon the departure of City Manager Beets on July 21, Kough moved, Ihlan seconded, an amendment to the motion for a ninety- (90) day appointment, followed by a performance review before extending the appointment. Mayor Klausing spoke in opposition to the motion. Roll Call Ayes: Kough Nays: Pust; Maschka; Ihlan and Klausing Motion failed. Roll Call Ayes: Pust; Maschka; Kough; Ihlan and Klausing Nays: None. Discussion ensued regarding additional compensation for Interim City Manager Miller; salary adjustments; and effective dates. Human Resources Director Bacon provided historical compensation adjustments. Councilmember Kough spoke in opposition to any car allowance; club or organization memberships; or other contract concessions similar to the City Manager package. Klausing moved, Pust seconded, a ten percent (10%) salary increase for Interim City Manager Miller to compensate for additional City Manager responsibilities, over and above his Finance Director responsibilities; effective at 5:00 p.m. on July 21, Roll Call Ayes: Pust; Maschka; Kough; Ihlan and Klausing

5 Minutes - Page 19 Nays: None. 9. Discuss a Process to Select a New City Manager Human Resources Director Dona Bacon provided a Bench Handout entitled, City of Roseville City Manager Search, Ideal Candidate Profile Survey, compiled from a recent random sample solicitation to union, non-union, exempt, and non-exempt City staff and City Councilmembers. Discuss a Process to Select a New City Manager Discussion included comparison results; priorities; national versus local search processes; scope of services of various search firms; and timing of the hiring process in conjunction with the municipal election cycle. When asked by Mayor Klausing, City Manager Beets noted the expense and time-consuming nature to candidates and communities in a national search; and recommended that the City use their in-house staff s expertise to perform a regional and metropolitan search, rather than expend additional City funds for an outside search firm. Following additional discussion, Ms. Bacon was directed to provide additional information, various alternatives, and discussion points to the City Council for their next regular Council meeting, July 24, 2006, consisting of and including the following: a review of peer and adjacent communities as to their approach to City Manager search processes; City Manager Job Description for City Council review; review of pay structure and benefit package; consideration of any necessary restructuring of City Hall staff and structures; suggested media sources for advertising as well as free advertising publications; four combinations of search options (i.e., national, regional, metropolitan, and in-house); currently available resources for performing in-house; and suggestions for shielding Ms. Bacon from any in-house candidates and related issues to ensure a fair evaluation process. Mayor Klausing suggested the City Council individually consider their preferences for City Manager participation in policy decision-making (i.e., more active participation in discussions; provision of more extensive background information

6 Minutes - Page 20 on topics; visioning for the City and not just carrying out City Council directives, etc.)