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Home My WebLink About04272023 City Council Special Meeting Packet - City Mgr Recruitment Seward City Council Agenda Packet SPECIAL MEETING Thursday, April 27, 2023 at 5:3 Op.m. Council Chambers, City Hall All public is invited to attend. SPECIAL MEETING REQUEST Pursuant to Seward City Code 2.10.030 (2), this is to serve as the written notice calling a Special City Council Meeting on Thursday, April 27, 2023 at 5:30 p.m. for the purpose of: Review and approve the position announcement, job description and salary range, proposed advertising plan, and draft recruitment materials for the city's effort to hire a new permanent city manager. The meeting will commence in the City Council Chambers, City Hall, 410 Adams Street, Seward. All interested persons are invited to attend the meetings. This special meeting was scheduled by City Council at its April 24, 2023 regular meeting. Upon this request the City Clerk will give due and proper notice as required by SCC 2.10.032 (No business shall be transacted other than stated above) SPECIAL MEETING NOTICE Pursuant to Seward City Code 2.10.030 (2), this is to serve as the written notice calling a City Council Special Meeting on Thursday, April 27, 2023 at 5:30 p.m. for the purpose of: Review and approve the position announcement, job description and salary range, proposed advertising plan, and draft recruitment materials for the city's effort to hire a new permanent city manager. The meeting will commence in the City Council Chambers, City Hall, 410 Adams Street, Seward. All interested persons are invited to attend the meetings. ALL PUBLIC IS INVITED TO ATTEND. Posted: Tuesday, April 25, 2023 City Hall bulletin board U.S. Post Office Harbormaster's Building Seward Community Library Museum The City of Seward, Alaska Special City Council Meeting Thursday, April 27, 2023 5:30 p.m. Council Chambers Sue McClure 1. CALL TO ORDER Mayor Term Expires 2025 2. PLEDGE OF ALLEGIANCE John Osenga 3. ROLL CALL Vice Mayor Term Expires 2024 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Liz DeMOss [Those who have signed in will be given the first opportunity to speak. Time Council Member is limited to 3 minutes per speaker and 36 minutes total speaking time for this Term Expires 2023 agenda item.] 5. APPROVAL OF AGENDA AND CONSENT AGENDA Mike Calhoon [Approval of Consent Agenda passes all routine items indicated by asterisk Council Member (*). Consent Agenda items are not considered separately unless a council Term Expires 2024 member so requests. In the event ofsuch a request, the item is returned to the Regular Agenda] Randy Wells Council Member 6. NEW BUSINESS Term Expires 2025 A. Other New Business Kevin Finch Council Member 1. Review and approve the position announcement, job Term Expires Member description and salary range, proposed advertising plan, and draft recruitment materials for the city's effort to hire a new Robert Barnwell permanent city manager. Council Member Term Expires 2023 7• CITIZEN COMMENTS 8. COUNCIL AND ADMINISTRATION COMMENTS & RESPONSES TO CITIZEN COMMENTS Janette Bower 9. ADJOURNMENT City Manager Brenda Ballou City Clerk Brooks Chandler City Attorney City of Seward, Alaska City Council Special Meeting Agenda April 27, 2023 Page I Memo DATE: April 27, 2023 TO: City Council FROM: Tammy Nickell, HR Manager RE: Special Meeting to Review &Approve City's Recruitment for New Permanent City Manager Hire Purpose: With the resignation of City Manager Janette Bower effective May 10, 2023, Council has requested HR to begin the recruitment process for a new City Manager. Packet Materials for Council's Consideration: 1. Job Description and Salary Range (Page 3) • Included in the packet is a draft City Manager Job Description. • I recommend the salary be advertised as $145,000 - $165,000, depending on experience. 2. Recruitment Notice and Advertising Plan (Page 6) • HR will begin advertising upon council approval of recruitment materials and plan. • The position will remain open until filled' unless otherwise determined by council. 3. Application Materials and Procedures (Page 8) • Minimum recommended requirement: City of Seward Application, Resume, List of references (both professional and personal). • Additional options included in packet. 4. Initial Review and Selection of Candidates for Interview • At a publicly noticed meeting(s), council will review and score eligible applications; council may adjourn to an Executive Session* to discuss applicants. • Council may then either select a list of highest-ranking candidates to be interviewed by the City Council or request the HR Manager continue advertising and soliciting applications. • The HR Manager prefers to perform reference checks on all candidates selected for interviews in order to keep the process within recommended HR practices. 5. in accordance with A5 44.62.310(C)(2)review and discussion of an applicant is a subject that if discussed in public may prejudice the reputation and character of an applicant; therefore, may be discussed in Executive 5ession. 2 f Seward,AK Job Descriptions Updated April 2023 Job Title City Manager Department Administration Employment Status Full-Time $145,000-$165,000 DOE Exempt/Nonexempt Status Exempt Scope of Work Under the general supervision of the City Council, is the chief administrative officer of the city and is responsible for the effective, safe and efficient administration of all city services through the supervision of subordinate administration department heads. Performs duties under the directives of City laws and ordinances and within policy guidelines from the City Council. Supervision Reports To City Council Supervises Department Heads, Assistant City Manager, HR Manager, Executive Assistant Essential Job Functions An employee in this position may be called upon to do any or all of the following essential functions These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to erform each essential function to satisfaction. • Directs the internal administration and operation of all city departments through subordinate department heads. • Approves expenditures, policies, procedures, and internal controls for city department. • Develops an effective risk management and business continuity plan to ensure uninterrupted availability of city utilities and emergency services. • Serves as the Emergency Manager of the city. • Develops a comprehensive and effective emergency operations plan and develops staff to execute the EOP. • Provides timely and continuous information and updates to the Council about actions, initiatives, operations, and incidents occurring in the city. • Recommends changes to the Council for departments and plans; executes and enforces changes approved by Council. • Works with the Council to develop short-term and long-term goals, and objectives for the city. • Coordinates the activities of the city's state and federal lobbyist. • Seeks State and Federal grants, appropriations, and low-interest loans to improve city infrastructure and services. • Pursues economic growth and development in the City of Seward. • Authority to appoint, lay-off, suspend, demote, or terminate department heads, officers and employees of the city subject to personnel regulations and personnel law. Approves all personnel transactions within the city work force excluding the City Clerk. • Signs city approved contracts, leases, and agreements authorized by Council. • Recommends to Council the sale and lease of materials, property, equipment, and real estate of the city. • Reviews contracts and leases as the Council may authorize. 3 Prepared by:GovHR USA • Recommends to Council a schedule of fees and rates of all types of services performed by the departments. Establishes such fees and rates as Council may direct. • Prepares and submits biennial operating and capital budgets to the Council; administers the budget and recommends changes to the Council. • Attends City Council meetings and presents administrative data and makes recommendations on policy and other desirable actions for consideration of the Council; advises the Council of the financial condition and future needs of the City. • Prepares and submits regular department records to the Council. Other Job Functions • Performs such duties as may be required by the Charter or as the Council may require. Requirements of Work Bachelor's degree in public administration, business administration or related field preferred. Seven (7) years progressively responsible experience in council/manager municipal government, with five (5) years at a management level. Experience with labor negotiations. Experience as a city manager, assistant city manager, or other executive level position preferred. Rural community and Alaska experience a plus. Strong experience in budgeting and financial planning, utility management, public works, project management, human resources and employee relations, community development and economic development highly desirable. or any equivalent combination of training and experience which provides the following knowledge, ability, and skills: Knowledge • Principles and techniques of administrative management of • Budgeting and reporting • Municipal government • City, State and Federal legislative process • Federal and State relationships as they impact operations of municipal government • Emergency management and incident commands stems Skill in • Leadership, interpersonal, communication and team-building skills • Plan, direct and coordinate program activities • Analyze, appraise facts and precedents in making administrative decisions Ability to • Solve problems and make decisions based on the evidence at hand • Motivate and lead others • Delegate assignments, authority, and responsibility • Make independent judgments and decisions • Establish and maintain productive working relationships with the City's elected and appointed officials, staff, attorneys, consultants, state, federal and local agencies, and the public. Necessary Special Requirements • Valid Driver's License • Must complete ICS 100, 200,700 and 800 within first 6 months of employment. ICS 300 and 400 to be completed as soon as available. Physical Demands 4 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Work is performed in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus. • While performing the duties of this job, the employee is frequently required to sit, stand, walk, climb, talk, and hear; use hands and fingers to handle, feel, and reach with hands and arms. • The employee is occasionally exposed to adverse weather conditions including extreme heat, cold, wetness and humidity. • The employee must occasionally lift and/or move up to 25 pounds. 5 • swir- City of Seward Employment Opportunity City Manager Salary DOE $145,000-$165,000 Exempt The City of Seward is recruiting for a City Manager Under the general supervision of the City Council, is the chief administrative officer of the city and is responsible for the effective, safe, and efficient administration of all city services through the supervision of subordinate administration department heads. Performs duties in accordance with city laws and ordinances and under the directives from the City Council. For more information and to apply visit the City's website at www.citvofseward.us and click on employment opportunities. This position is open until filled. The City of Seward is an EEO Employer. 6 Advertising Plan for City Manager Recruitment Free sites — notice posted until removed • City website, City Facebook, MyAlaska job site, AML, ICMA, govern mentjobs.com Seward Journal — weekly newspaper (printed) &weekly e-edition online • Requested a quote. • The ad will continue to run until HR request it to be removed. Linkedln — Free ad for 30 days • HR is a member and can post one free job advertisement at a time in a 30-day period. Additional Options: HR can research advertising through these other sites at council's request: • Monster.com • ZipRecruiter.com • City Manager Associations throughout the northwest: o Washington City/County Management Association o Association of Washington Cities o Idaho City Management Association o Montana League of Cities and Towns o Colorado City and County Management Association o Oregon City County Management Association Application Materials and Procedures APPLICATION MATERIALS Req u i red: • City application form • Resume • References — Professional and Personal Option to Require: • Writing sample or essay about a particular accomplishment that describes a challenge/obstacle the applicant faced and how they overcame it to be successful • Other ? APPLICATION PROCEDURES Intake: • Applications submitted to HR; HR responds to applicant verifying receipt and informing applicant of next steps (sample email included in packet) • HR can verify all required items have been included in the application submission, per council's requirements • Question: Does council wish to view all applications received, regardless of completeness, or does council want HR to vet the applications (council must define what is acceptable) Other Notes: • Application materials will be furnished to council in a public meeting. • HR can send (weekly?) status reports to council as to the number of applications received, if council desires • Question: What will determine council's readiness to hold a meeting to review applications? o Wait until the end of the 30 days? o Meet after a certain number of applications are received? s Sample Email for Initial Response to Applicant Dear [Applicant Name]: Thank you for your interest in applying for the City of Seward city manager position. This email serves as verification that your application has been received. This email is also notification that your application and materials are considered public information (confidential information will be redacted). Prior to publishing your redacted application and materials to the public, I will notify you via email. This will provide you with the opportunity to withdraw your application or object to any materials being made public prior to the release date of the packet. Please reach out if you have any questions. Sincerely, Tammy Nickell Human Resources Manager 9 23 May 2023 May a Th June e Th SuMo TuW Fr Sa SuMo TuW Th Fr Sa 1 2 3 4 5 6 1 2 3 7 8 9 10 11 12 13 4 5 6 7 8 910 14 15 16 17 18 19 20 11 12 13 14 15 16 17 21 22 23 24 25 26 27 18 19 20 21 22 23 24 28 29 30 31 25 26 27 28 29 30 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Apr 30 May 1 2 3 4 5 6 2:OOpm PACAB Special Municipal 12:OOpm PACAB Ad Hoc Com Election _JYlxg... Mtg(Funding 7:OOpm Heat Loop Rescheduled- Project- P&Z Meeting Gateway Hotel (Rescheduled y....9) 7 8 9 10 11 12 13 7:66pm CC Mtg 7:OOpm P&Z Mtg 6:OOpm HPC (Council (Rescheduled Work Session ........... (Rescheduled JMMAPELial 7:�(Reth p HPC Mtg eduled 14 15 16 17 18 19 20 6:OOpm 12:OOpm PACAB Rescheduled P&Z Work Session (Rescheduled 21 22 23 24 25 26 27 k 6:OOpm P&Z Work Session (Rescheduled from May 16) 28 29 30 31 Jun 1 2 3 Holiday- y... Council Calendar 1 4/27/2023 11:24 AM 10 23 June 2023 June e Th July e Th SuMo TuW Fr Sa SuMo TuW Th Fr Sa 1 2 3 1 4 5 6 7 8 910 2 3 4 5 6 7 8 11 12 13 14 15 16 17 9 10 11 12 13 14 15 18 19 20 21 22 23 24 16 17 18 19 20 21 22 25 26 27 28 29 30 23 24 25 26 27 28 29 30 31 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY May 28 29 30 31 Jun 1 2 3 4 5 6 7 8 9 10 7:00pm P&Z Meeting 11 12 13 14 15 16 17 7:00pm CC Mtg (Council 18 19 20 21 22 23 24 6:00pm P&Z Work Session n (Council 25 (7:00pm 27 28 29 30 Jul 1 CC Mtg C.ha... Council Calendar 2 4/27/2023 11:24 AM 11