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Home My WebLink AboutMN-COW-2023-06-14COMMON COUNCIL COMMITTEE OF THE WHOLE Date: Wednesday, June 14th 2023 Location: City Hall, 108 E. Green Street 3rd Floor, Council Chambers Meeting Called to order: 6:06 PM Meeting Adjourned: 8:25 P.M. YouTube Link: https://www.youtube.com/watch?v=3liJq7edTMs&t=5s Attendance Record of Voting Members Name Present (In Person) Remote Absent / Excused Mayor – Laura Lewis X 1st Ward – Cynthia Brock X 1st Ward – George McGonigal X 2nd Ward – Phoebe Brown X 2nd Ward - Ducson Nguyen X 3rd Ward – Jeffrey Barken X 3rd Ward – Rob Gearhart X 4th Ward – Jorge DeFendini X 4th Ward - Tiffany Kumar X 5th Ward – Robert Cantelmo X 5th Ward - Kris Haines-Sharp X Total voting members for this meeting 9 Call to Order YouTube Timestamp: 2:33 Discussion Summary: Mayor Lewis opened the meeting with a reviewing some of the information covered at the Committee of Whole Meeting held on May 31st 2023. Council introduced themselves by Name, Ward, and serving Committee. Alderperson Haines-Sharp was excused due to prior commitments. Special Order of Business 1.1- Introduction Of Dr. Coyle YouTube Timestamp: 7:44 Discussion Summary: Dr. Ian Coyle, ICMA-CM is the Founder and President of Pracademic Partners, LLC and Mr. Coyle is a full member of the International City/County Management Association (ICMA). Dr Coyle will be presenting Council with a Slide Presentation; Dr Coyle introduced himself with a description of his Education/Experience, Company Name, Association Involvements, and Recent Engagement and talked about Trends in City/County Manager Recruitments. 1.2 Review of Phase 1 Deliverables YouTube Timestamp: 13:26 Discussion Summary: Dr Coyle examined how Phase One focuses on the Profile, Competencies and Characteristics of the City Manager. 1.3 Discuss The Results of the Needs Assessment YouTube Timestamp: 20:52 Discussion Summary: (Slide 6) Dr Coyle talked about the purpose of a Needs Assessment and what an assessment will identify for a City Manager; discussed responses from Survey; summarized 6 key elements brought out from the responses to the question posed in the assessment “What does success look like?” Dr. Coyle pointed out that when asked about the key competencies and 20-25 common traits of a City Manager the number one response was Budgeting, this being the most expected responsibility area of a City Manager. The presentation continued with highlights and review of Organizational Needs, Challenges and Opportunities, and Key Characteristics. Discussion continued with questions and comments from Council. Mayor Lewis mentioned a presentation will be made available to Sr. Staff. 1.4 Position Description and Position Profile YouTube Timestamp: 56:51 Discussion Summary: Review of the Key Characteristics of a City Manager. Listening and Accountability were the biggest key points in the responses in the Survey. Dr Coyle briefly examined key competencies and 20+ factors of skill sets identified by Council and Sr Staff; Civil Service Job description is being updated and a draft has been circulated to Council. Mayor Lewis confirmed that there is a Contract for Phase 1, and a Contract will be coming for Phase 2. More discussion with questions and comments from Council. 1.5 Next Steps- Recruitment Process YouTube Timestamp: 1:32:46 Discussion Summary: HR Director Shelley Michell-Nunn addressed Council to explain Civil Service process. A Resolution is being drafted to present to the City Administration this month (June). Council did express some concerns about time frame. City Attorney Lavine pointed out that July 12th Committee Of The Whole is intended for further discussion around City Manager Transition; Per City Attorney, the Employment Contract does not need to be finalized before position is posted. Discussions continued with questions and comments from Council Meeting Wrap Up 2.1 Motion To Adjourn YouTube Time Stamp: 2:20:03 Moved By: Alderperson Cantelmo Seconded By: Alderperson Nguyen Carried Unanimously 9-0 City Manager Search Process: Phase 1 Review of Needs Assessment Dr. Ian M. Coyle, ICMA-CM Founder & President Pracademic Partners, LLC WEDNESDAY June 14th, 2023 Agenda Special Order of Business 1. Introduction of Dr. Ian Coyle: his experience/role in our process (10 minutes) 2. Review of Phase 1 Deliverables (10 minutes) 3. Discuss the results of the needs assessment (30 minutes) 4. Discuss the position description and position profile (20 minutes) 5. Next steps in the recruitment process (10 minutes) Meeting Wrap Up 2.1 Adjourn Introduction Education/Experience Pracademic Partners –What’s in a name? Association involvement Recent engagements Trends in City/County Manager recruitments Review of Phase 1 Deliverables Review and provide updated and refreshed suggestions for the City Manager position profile. Conduct a needs assessment with the Council and Senior staff / Department Leaders, focused on desired competencies, traits and skill sets of the City Manager. Develop with Council and key staff input, guidance and recommendations -a preparatory/readiness strategy related to the executive search for the position of City Manager. ! ! ! Purpose of a Needs Assessment? Short-term success Long-term success Organizational needs Areas of opportunity Characteristics Community challenges What is working well Important issues Competencies Communication styleLeadership style *Qualifiers General themes of the responses Succession planning / R&R Government operations Infrastructure Public safety Housing/homelessness Morale / Culture / Strategy Engagement ! ! ! ! ! ! ! What does success look like? Success is… Positions filled, recruitment, retention efforts emphasized 1 Infrastructure improved, finances a focus 2 Housing affordability and economic development prioritized 3 A smooth transition to the City Manager form of government 4 Positive and productive Council-Manager-Staff dynamic 5 Enhancing engagement and messaging efforts with the community 6 Organizational Needs Highlights ! ! ! ! ! Resource allocation Staffing/succession Long-term budget/finance stability Collaboration / Communication Accountability Strategic Planning! Challenges & Opportunities TechnologyStaff as ambassadors Performance Compensation and benefits DEI efforts Public Safety/Policing Higher-ed partnerships Policies and procedures Intergovernmental relations Public information Communication Targeted investments Challenges and Opportunities Housing Systems/strategies Labor relations Cooperation and collaboration Key Characteristics and Competencies for the City Manager What do we want? Pragmatic and patient Servant- leader Collaborative Open-minded Inclusive Mission-driven Accountability Good-listener An equity lensCommunicatorTransparent Strategic planner/thinker An inspirational leader Key Competencies -Rankings Foster, and focus on, organizational effectiveness Budget and financial acumen Strong leadership -leading from the front Management of people, equity-minded, strong employee relations, focus on recruitment/retention Communications, strategic planning and performance management Position profile and job description Civil service job description (being updated). Position profile (Phase 1 deliverable) Job detail Challenges The Ideal candidate Council comments on profile, competencies, key characteristics Final Comments Benefits of professional city management 1 Council-manager relationship (composer/conductor) 2 Importance of communication 3 No silver bullets just a series of individual, pragmatic decisions and actions 4 It takes a community 5 The first City Manager 6 Q&A