HomeMy WebLinkAbout12.15.03 Work Session Minutes
Council Workshop
Minutes
City Administrator Selection
December 15, 2003
Mayor Ristow called the meeting to order at 6:08 p.m.
Present: Ristow, Cordes (arrived 6:18), Fitch, Fogarty (arrived 6:15), Soderberg
Also Present: Joel Jamnik, City Attorney; Dan Siebenaler, Interim City Administrator/Police
Chief; Robin Roland, Finance Director; Brenda Wendlandt, Human Resources Director; Lisa
Shadick, Administrative Services Director; Cynthia Muller, Executive Assistant
Audience: Michelle Leonard, Aaron Tinklenberg, Harry Brull
Mayor Ristow called a recess until Mr. Harry Brull arrived. The meeting reconvened at 6:21
p.m.
Mr. Harry Brull, PDI, sent Council background information on the two finalists for City
Administrator. He asked Council how many viable candidates for City Administrator they had
and in what order. Ifthey have more than one, would they like to make offers. Mr. Brull would
also need to negotiate conditions of employment, including salary, fringe benefits, professional
development, car allowance if applicable, and severance. He stated he has not discussed salary
with the candidates. Council also has the option to say they need more information or do
something else. He hoped Council had come to some positive conclusions about the candidates.
Councilmember Fitch commented that the summary and information was very complete and he
was glad Council picked PDI to represent them.
Councilmember Soderberg asked about the video tapes. Mr. Brull did not bring the video tapes
because one tape was in another city, so he did not bring either tape. They did a simulation with
each candidate where they are the City Administrator, a story breaks, and there is a press
conference in 5 minutes. Councilmember Soderberg stated it was a tough decision. He saw
strengths and weaknesses in both, but nothing he could not overcome.
Councilmember Fogarty stated Mr. Brull has seen both tapes and asked him ifthere were any
significant discrepancies between the two. Did one handle it better than the other? Mr. Brull
stated there was a confidence difference between the two, but it can be overcome. Neither did a
bad job, they just did a different job.
Mayor Ristow also complimented Mr. Brull on the background information. He stated there
were a few housekeeping items with both candidates that Mr. Brull pointed out and if that is
something that can be overcome. Mr. Brull replied these people will grow into the job. In one
case you have someone who has been an assistant who is moving into the number one position.
In the second case you have someone from a smaller community moving into a more urban
community. His intention and promise to the candidates, is at the end of the process he will meet
with both candidates to discuss their strengths and development needs whether they come here or
not. In the contract, there is a 6-month review. Mr. Brull will come back and ask Council and
key staffhow the person is doing. That is the time for course correction and any fine tuning.
Neither candidate has fatal flaws that would make them unsuccessful.
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December 15,2003
Page 2
Mayor Ristow stated that is what he wanted to hear. He stated this is on the Council agenda
tonight for Council to act on. He then asked if out of the two, if there was one Council could
come to a conclusion on.
Councilmember Fogarty stated she is ready to make a choice. She felt they both are viable
candidates. If they choose one, and it did not work out, she would be comfortable with both.
Mr. BroIl stated whichever candidate they choose, he felt it was important they come to an
agreement and make it a 5-0 vote. The next City Administrator needs to know all 5
Councilmembers are behind him or her.
Councilmember Soderberg stated he agreed they are both very viable candidates and he could
support either one. If Council is looking for a ranking, it is one of the most difficult choices he
has made. He would rank Mr. Urbia number 1 and Ms. Teppen number 2. The experience Mr.
Urbia has of being in the seat for 10 years speaks well.
Councilmember Cordes stated she agreed and would also feel more comfortable with Mr. Urbia.
Councilmember Fitch also agreed. Mr. Urbia does bring more experience even though it is with
a smaller town. He took time to respond to Council and had a real desire for the job. It came
across in his interview and follow-up letters. He chose us.
Councilmember Fogarty also agreed. Their qualifications ran head to head. He really chose this
city in a different way than Ms. Teppen did.
Mayor Ristow stated he also agreed, but we cannot have both. They both were good candidates
and both would fit in real well. Council reached consensus on Mr. Urbia.
Mr. BroIl asked Council how he should proceed in discussions. The contract states to continue
through the negotiations and through the contract. Mayor Ristow felt Council should give him
some guidelines as to what kind of contract, whether at-will or monthly, 3 months, 1 year.
Councilmember Soderberg asked Attorney J amnik if there were any weak spots in the previous
contracts. Attorney Jamnik replied we have closed some of them. There are one or two he and
Human Resources Director Wendlandt would recommend making, but they are minor.
Councilmember Soderberg stated that could be used as a template and then it is a matter of
filling in the blanks as far as compensation, benefits, etc. Mr. Brull suggested there may be some
specific things that are important to a candidate that none of us are aware of and the candidate
should have an opportunity to offer suggestions. This individual will be moving from a distance
away. If Council wishes the person to live in the community, they cannot mandate that by law,
but they can give an incentive. They could make a differential in moving allowance if they move
to Farmington rather than another community. Mayor Ristow stated in the last contract it was
the full amount up to 6 months, and then half after one year. He suggested obtaining the contract
from Human Resources Director Wendlandt as a starting point. Mayor Ristow asked if the
salary was stated in the RFP. Mr. Brull replied we asked for their salary expectations. He did
not think any of the current range would be violated. Mr. BroIl noted Mr. Urbia had been very
active in his community and he might want membership in community organizations.
Councilmember Soderberg stated Mr. Urbia has expressed interest in coming here. If that should
change his desire would be to contact Ms. Teppen. Mr. Brull replied if for any reason things do
not work out, we would begin discussions with the second candidate. Councilmember Soderberg
asked at what point would we know that would be the case. Mr. Brull replied you will get a
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December 15,2003
Page 3
preliminary view tomorrow and we will probably know in a day or two. Mr. Brull stated he has
talked to both editors of the media in that area and they were both very positive.
Councilmember Fitch asked if Mr. Brull contacts the second candidate now. Mr. Brull stated it
is his plan to call both people tonight. Mayor Ristow asked if everyone was ok with the moving
incentive to pay a fixed amount in 6 months and half after a year. Mr. Brull stated there will be
issues like vacation, and he will make sure nothing violates policies that are in place.
Councilmember Soderberg stated he would like to see the tapes. Mr. Brull will have them sent
to City Hall. Mr. Brull would like to have the contract ratified at the January 5, 2004 meeting
and hopefully know a start date this week.
MOTION by Cordes, second by Soderberg to adjourn at 6:48 p.m. APIF, MOTION
CARRIED.
Respectfully submitted,
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~thia Muller
Executive Assistant