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HomeMy WebLinkAbout08082011 City Council Packet Seward City Council Agenda Packet r• . e•P k v 114ir %Ai/ It t 5 + I t USCG Cutter Healy August 8, 2011 City Council Chambers Beginning at 7:00 p.m. .r 1963 1965 2005 The City of Seward, Alaska Itztrail CITY COUNCIL MEETING AGENDA — Ail- America City `� {Please silence all cellular phones and pagers during the meeting} 4 August 8, 2011 7:00 p.m. Council Chambers 1. CALL TO ORDER Willard E. Dunham 2. PLEDGE OF ALLEGIANCE Mayor 3. ROLL CALL Term Expires 2011 4. CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING [Those who Jean Bardarson have signed in will be given the first opportunity to speak. Time is Vice Mayor limited to 2 minutes per speaker and 30 minutes total time for this Term Expires 2012 agenda item.] Robert Valdatta 5. APPROVAL OF AGENDA AND CONSENT AGENDA [Approval Council Member of Consent Agenda passes all routine items indicated by asterisk ( *). Term Expires 2011 Consent Agenda items are not considered separately unless a council member so requests. In the event of such a request, the item is Tom Smith returned to the Regular Agenda] Council Member Term Expires 2011 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Vanta Shafer A. Proclamations and Award Council Member B. Borough Assembly Report Term Expires 2011 C. City Manager's Report D. Mayor's Report Marianna Keil E. Other Reports and Presentations Council Member Term Expires 2012 1. Levee Report by Bill Nelson of Nelson Associates Ristine Casagranda Council Member Term Expires 2012 Phillip Oates City Manager Johanna Kinney City Clerk Cheryl Brooking City Attorney City of Seward, Alaska Council Agenda August 8, 2011 Page 1 7. NEW BUSINESS A. Other New Business Items *1. Approval of the July 25, 2011 City Council Regular Meeting Minutes and the August 1, 2011 City Council Special Meeting Minutes .Pg. 3 2. Selection of interview questions for the first round of City Manager Interviews. 3. Schedule a work session to conduct City Manager Interviews Pg. 3 2 Pg. 25 8. INFORMATIONAL ITEMS AND REPORTS 9. COUNCIL COMMENTS 10. CITIZENS' COMMENTS [5 minutes per individual - Each individual has one opportunity to speak.) 11. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS 12. ADJOURNMENT City of Seward, Alaska August 8, 2011 Council Agenda Page 2 City of Seward, Alaska City Council Minutes July 25, 2011 Volume 38, Page CALL TO ORDER The July 25, 2011 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Vice Mayor Jean Bardarson. OPENING CEREMONY Police Chief Tom Clemons led the pledge of allegiance to the flag. ROLL CALL There were present: Jean Bardarson presiding and Vanta Shafer Marianna Keil Bob Valdatta Ristine Casagranda comprising a quorum of the Council; and Phillip Oates, City Manager Johanna Kinney, City Clerk Absent — Tom Smith, Mayor Willard Dunham CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC' HEARING Selma Casagranda said she did not want the Tot Lot sold. It was one of her favorite places to play and less crowded and lots more fun than the other playgrounds. Bijou Bernard said the Tot Lot Park was good for parents to take their kids, too. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Keil/Shafer) Approval of Agenda and Consent Agenda Motion Passed Unanimous The clerk read the following approved consent agenda items: The July 11, 2011 City Council Regular Meeting Minutes and the July 11, 2011 Special City Council Meeting Minutes Were Approved. Appointed Bob Linville and Ron Long to the Port and Commerce Advisory Board with a term to expire July 2014. lam City of Seward, Alaska July 25, 2011 City Council Minutes Volume 38, Page Scheduled a work session for an update by the Friends of the Jesse Lee Home for August 22, 2011 at 5 :45 p.m. Resolution 2011 -060, Authorizing The City Manager To Submit A Municipal Harbor Facility Grant Application To The State Of Alaska, Department Of Transportation And Public Facilities In The Amount Of $1,180,000 For The Replacement Of D Float In The Seward Harbor. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations and Awards Our Obihiro guests were introduced and a proclamation was read and presented to each of them for Obihiro- Seward Sister Cities Week. The students and adults presented speeches to the council, and council presented the visitors with gifts. A Police Certification Award was presented to Officer Nicholas Degnan by the Alaska Police Standards Council. Chamber of Commerce Report. Chamber Director Cindy Clock recapped a summary of events for fundraising for the Chamber. The 2011 Halibut Tournament was successful. 800 people purchased tickets, which was up a 100 from last year. The Fourth:of July Festivities and the Mount Marathon Race went well. Clock extended a thank you to the city. The race day was great and no runners were hurt, however one spectator did fall and hurt themselves. The auction for race seats raised $30,000. Clock noted the cost of the Fourth of July festivities cost about $75,000 to pull off each year.. The next membership meeting was August 5, 2011. The Silver Salmon Derby was coming up, and there were lots of visitors this year. She noted the Railroad had stated they would allow help with parking overflow for the derby. Clock spoke on bed tax funding from the city and stated the importance of it. The Chamber has enjoyed being the envy of destination marketing. She felt they were good at what they did, and the city should continue to send bed tax dollars their way. The Chamber created 125,000 destination guides a year, maintained a comprehensive website, produced a marketing video, executed the events mentioned earlier, and did lots and lots of advertising. Chamber staff worked sports shows and outdoors shows. The visitor center was open year round. Clock noted they supported travel writers, media, and journalists. Seward was the number 1 destination in 2010 on Trip Advisor; Clock noted this was achieved by careful planning, money and relationships with industry professionals. Finally, it was good business and beneficial to the city's budget to invest back in the Chamber of Commerce. City Manager's Report, City Manager Phillip Oates stated there have been no purchases approved between $10,000 - 50,000 since the last Council Meeting. He stated the bond bank was meeting tomorrow. Communities in the Peninsula had been meeting with the Borough to come up with a better system for tsunami warnings. Oates listed the following criteria for the Request for Proposals for the Coastal Villages Region Fund Project Engineering Firm: City of Seward, Alaska City Council Minutes July 25, 2011 Volume 38, Page 1. RFP for CVRF Project Engineering Firm Cost = 30 Points Lowest Priced Proposal X 30 Current Priced Proposal Statement of Qualifications = 35 Points • Experience in Alaska with port & harbor engineering = 10 • Years in Business, Number of Jobs, Permitting Experience = 5 • Experience designing breakwaters, wave barriers, floats and docks including water / sewer/ electric / communications /cranes /telecommunications /security = 15 • Plan for Public Involvement = 5 Organizational Structure = 20 Points • Describe the approach and resources to accomplish the engineering work: wave modeling, waterfront engineering, electrical engineering, permitting, graphic design, subcontractors = 10 • Describe previous lawsuits or liquidated damages arising from previous engineering contracts = 5 • Describe plans for coordination and interaction with Northern Economics (the firm that is accomplishing the economic analysis and financial strategy), Coastal Villages Region Fund, and the City of Seward = 5 References = 10 Points • Provide comprehensive list of port or harbor customers (with contact information) where work has been performed over the past 5 years and 2 written references from customers = 4 • Phone call to references with specific questions by City of Seward = 6 - Compliance with guidance and/or changing requirements? - Responsiveness to communications? - Completion on time and within budget (15% contingency)? - Quality and timeliness of As -Built documentation? - Accuracy and quality of billing and accounting information? Clarity of Proposal = 5 Points • Deliverables = 1 • Approach to the Project = 1 • Timeline = 1 • Permitting = 1 City of Seward, Alaska July 25, 2011 City Council Minutes Volume 38, Page • Documentation = 1 Oates noted the City Clerk's office had candidate packets available beginning July 25, 2011 for three council member seats and the mayoral seat. Candidates must be registered in the Seward Precinct and residents within the City Limits for one year as of August 15, 2011. There were vacancies on the Historic Preservation Commission, the Planning and Zoning Commission, and the Seward Bear Creek Flood Service Area Board City of Seward seat. In the Harbor Department or SMIC, City Administration met with Northern Economics, representatives from Coastal Villages, and the Alaska Industrial Development and Export Authority last week regarding the economic analysis and feasibility study for enclosing the SMIC basin. An agreement could not be reached with the Alaska Railroad regarding seasonal charges for waste deposited at the J Dock dumpster by its leaseholders. Beginning in the fall, Alaska Waste would contract directly with the businesses operating in this area, and the harbor may install a smaller waste container in 2012 for the public during the busy summer season. The harbor received ADEC approval to operate the new water system on Z float. Water was available on the float beginning July 21, 2011. City departments would be participating in a Homeland Security exercise with State agencies August 8 -12, 2011. There may be mortar rounds (fireworks) being set off for the exercise. The Fire Department was asking the community for participants to act as casualties. The new parking LUKE Paystation was installed and operating in the South Harbor Uplands. Now, all city parking lots had automated pay stations. A new LUKE Paystation was also installed and operating at the South Boat Launch Ramp (for the $10 Daily Launch Fee). Both Boat Ramps were now using automated pay stations. The existing LUKE Paystation at the Northeast Boat Ramp was now offering a $20 One Day Combo which included Parking AND Launch fees. This was a very popular option with customers as it simplified the process and offered one simple transaction and one receipt. The city had applied for a permit with Alaska Railroad for overflow parking on Railroad property for busy weekends and the upcoming Salmon Derby. A new 30- minute loading zone had been created in the Northeast Shoreline Lot to accommodate folks who were affected by the Z Float and loss of beach for landing crafts; and kayakers. Oates gave a comprehensive report on the recent meetings for the Coastal Villages Region Fund and how Northern Economics would accomplish the economic analysis for home porting the fishing fleet in Seward for Coastal Villages. It was possible to apply for and potentially utilize a TIGER Grant to DOT for partial funding for the project. Applications for this grant must be completed September, 2011. Mayoral Report, Vice Mayor Jean Bardarson stated the mayor's report could be found online for the public, and referred to the written report submitted to the council. Other Reports, Announcements and Presentations b City of Seward, Alaska City Council Minutes July 25, 2011 Volume 38, Page A Presentation was given on Seaview's Resource Directory. Jill Simpson delivered the 2011 Directory of Community Services to the council. This came out of realizing the city, Seaview Community Services, and Providence Seward Medical all had small directories, so this combined all directories of services and how to access them. This was issued with the help of a grant. Simpson noted this was the electronic version before the council and there was a smaller hard copy that would go out to clinics and various places. They hoped to include everything; it was not a business document, but for social services for the community. Simpson updated the council on tobacco /second hand smoke, and announced that the Seward Alehouse went smoke free in April after the last council discussion on this issue. This establishment was going to be featured in a commercial throughout Alaska noting the benefits of going smoke free. OTHER NEW BUSINESS Discussed a project manager for the Coastal Villages Region Fund Project. Shafer said she wanted this on the agenda, the city manager said the topic had come up, but that it was fairly early at the moment. Shafer said her issue was she didn't want to hire a new city manager and expect them to pick this up right away. It would be difficult for nearly any candidate, she stated. She felt it was important, but also understood if the discussion was premature. Oates added this was discussed with Northern Economics, Coastal Villages, and AIEDA, but the thought was these activities were very different, and the lead person probably did not need a new project manager at this time. He thought one may be needed later, and recommended council visit this topic later. Direction was given to the City Clerk on the hiring process for the City Manager position. Council scheduled a special meeting after August 1, 2011 work session, which was rescheduled to 6:00 p.m. Council scheduled an appeal hearing for NVision Architecture on the denial for an extension of the Temporary Certificate of Occupancy for the AVTEC Culinary Arts Building on August 3, 2011 at 7:05 p.m. Discussed and gave direction on selling city land. Assistant City Manager /Community Development Director Michelle Weston handed out information on land available after surplus levee land was researched. After the land was purchased, the city entered into an agreement and restricted covenances were entered into with Army Corps of Engineers. It left four lots that had a portion of the levee on it. The bottom line was there was not much land left for sale. Shafer wanted a little more information, of what was sellable, and what the sizes of the lots were. Weston said a rough estimate was four currently platted lots and a tract that needed to be subdivided out. There was a potential for other tracts to sell together or separately. Oates clarified there were no utilities to some of the tracts in question. In response to Valdatta, Oates said it would be difficult to exchange wetland or mitigation City of Seward, Alaska July 25, 2011 City Council Minutes Volume 38, Page credits of land because the land was put in a conservation easement. INFORMATIONAL ITEMS AND REPORTS (No action required) Letter from the State of Alaska Department of Commerce Community and Economic Development, notice of $400,000 grant award for the purpose of CDQ Fishing Fleet Relocation Study. Letter from Ambassador Caprica Marshall, Ambassador with the Chief of Protocol, Washington. Letter to Barbara Donatelli of the Friends of the Jesse Lee Home. COUNCILS' COMMENTS Casagranda said thank you to Cindy Clock for taking the Director position at the Chamber. Valdatta wanted to know if the railroad could pay the dumpster bill for six months and charge their lessees. Oates said they had suggested that. Shafer was glad to meet the Japanese students; it was great to see them come this year. She understood why Seward wasn't sending anyone this, year, but hoped next year there would be interest. Keil thanked. Linville and Long for signing up for PACAB again. She asked the public to sign up for the vacancies in Seward there was. a lot of opportunity to volunteer time. Bardarson thanked anyone who participated in the exchange program. It was a wonderful program and she thanked Debbie Bond, the Seward International Friendship Association, the City Clerk's Office, and the homestay families. CITIZENS' COMMENTS - None COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS - None ADJOURNMENT The meeting was adjourned at 8:12 p.m. Johanna Kinney, CMC Jean Bardarson City Clerk Vice Mayor (City Seal) City of Seward, Alaska City Council Minutes July 25, 2011 Volume 38, Page 1 City of Seward, Alaska August 01, 2011 City Council Minutes Volume 38, Page CALL TO ORDER The August 01, 2011 special meeting of the Seward City Council was called to order at 8:30 p.m. by Mayor Willard E. Dunham. OPENING CEREMONY City Manager Phillip Oates led the pledge of allegiance to the flag. ROLL CALL There were present: Willard E. Dunham presiding and Marianna Keil Jean Bardarson Vanta Shafer Bob Valdatta Ristine Casagranda Tom Smith comprising a quorum of the Council; and Phillip Oates, City Manager Johanna Kinney, City Clerk Absent — None CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING None APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Keil/Shafer) Approval of Agenda and Consent Agenda Motion Passed Unanimous OTHER NEW BUSINESS Discussed and gave direction on bringing forward an Ordinance repealing Ordinance 2011- 003. After much discussion, council gave direction to the clerk to not bring forward such an ordinance, and refer the matter to the voters at the October 4, 2011 municipal election. COUNCILS' COMMENTS - None CITIZENS' COMMENTS Solomon DeMoss, alternate sponsor of the referendum petition of Ordinance 2011 -003, said they had put together this petition and purposely got more signatures than the voter turnout from the to City of Seward, Alaska City Council Minutes August 01, 2011 Volume 38, Page last election. They want to focus on the future and move on, and by not bringing forward an ordinance to rescind Ordinance 2011 -003, he felt ignored by the council. The fact that they obtained so many signatures should speak volumes for the mission of repealing the increase in sales tax for alcoholic beverages and tobacco products. It seemed unfair to allow them to do the work to prepare and submit a valid petition and force them to prepare for the election. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS Valdatta said he laid his cards on the table and he thought the public should just decide. Keil said the referendum was the process of putting it on the ballot. Dunham said that as much as he did not like the topic, he felt this was the fairest way to decide this matter for once and for all. Casagranda said she didn't think the referendum sponsors should feel like their efforts have been disrespected. She respected the process, and their work was not wasted. EXECUTIVE SESSION Motion (Bardarson/Keil) Went into Executive Session To Discuss City Manager'. Candidates. Motion Passed By Unanimous Consent Council went into executive session at 9:01, p.m. Council, came out of executive session at 9:54 p.m. Motion (Shafer /Smith) Direct the City Clerk to schedule telephonic, preferably video, interviews with David Richards, Eric Phillips, Eric Strahl, Carlo Pilgrim, Jeff Hancock, and James Hunt. Also direct City Clerk to contact all applicants of this decision. City Clerk Kinney noted she would put on the August 8, 2011 agenda a discussion item for the council to select interview questions. Motion Passed Unanimous City of Seward, Alaska August 01, 2011 City Council Minutes Volume 38, Page ADJOURNMENT The meeting was adjourned at 9:56 p.m. Johanna Kinney, CMC Willard: E. Dunha City Clerk Mayor m (City Seal) 17— Memorandum Meeting Date: August 8, 2011 sett, tt To: Mayor Dunham, City Council Members 0 41 , From: Johanna Kinney, City Clerk 1 Agenda Items: Interview Forms for Review Attached is a packet of draft interview forms for council to review. ♦ First is a comprehensive list of interview questions. Council can pick and choose which questions they would like to ask for this first round, and possibly for the finalist round (or can do so at a later date). Keep in mind when selecting first round questions, that question will then be eliminated for the finalist round, so choose accordingly and it is suggested to leave the more intensive, in -depth questions for your finalists. As a group, please select which questions you would like to use in the first round of interviews. If desired, council can also select finalist round questions here as well, or save for a later time. ♦ Second is a guideline of recommended and not - recommended questions to ask as you select interview questions. The Clerk's office strongly recommends avoiding all questions listed in the "impermissible" column to avoid any legal repercussions. Please review to become familiar with the "do's" and "don't's" of interview questions. ♦ Third is a draft letter to applicants, requesting submittal of a written exercise. Does council want to do something like this? The last process did include this, most likely to see the applicants writing style and their submission of a professional document. Please review and determine if you would like to issue this post interview, and if there are any changes you would like to make. ♦ Fourthly, council has before them questions to use when calling references. This is only a guideline and reference material, but council can certainly narrow down which questions should be asked when calling references, or they can leave it up to the caller. It is up to the council to decide if they would like to call references at this point, or when the list of applicants is narrowed down to the finalist level. Please determine the course of action of calling references. Does council want to do this now, with the first round of six applicants, or wait until the finalists have been determined? ♦ Fifth is a draft applicant rating form. This is recommended to help the body as a whole rate the candidates, rather than discuss and generally evaluate them. Council can decide if they would like to use this form with any changes. Please review and give direction if council would like to use the attached rating form, with any applicable changes made by the council. Lastly is a rough suggested timeline of events to review and provide any feedback on. Things still left to do would be to adjust budget for travel and costs already accumulated for the hiring process (or direct the clerk to maintain a record of all expenses and come back for reimbursement at a later date). Things like "Appoint Interim Via Resolution" are of course if it is applicable, and the sections such as checking references and the written exercise can be conducted at any time based on the wishes of the council — staff will just need direction as to when. INTERVIEW QUESTIONS — MASTER LIST City Manager GENERAL INFO 1. Tell us what you know about Alaska in general and Seward specifically. 2. To your knowledge, what are some of the challenges and opportunities you believe are facing Seward today? 3. What is the primary role of the City Manager? 4. What are your most significant achievements or accomplishments to date? 5. What personal qualities do you possess that. make you the best candidate for City Manager? 6. How do you measure your own success? 7. What criteria are you using to evaluate the city of Seward as a potential employer? 8. Give an example of a controversial issue you were faced with and how you handled it. 9. To what extent do you believe you should be involved with the community, citizens and civic organizations? 10. Describe a professional accomplishment that best demonstrates your capabilities as our potential city manager. MANAGEMENT 1. Describe your management style in relation to: • Balancing your time between home, the office and the community • Communications • Decision - Making • Staff • Morale- Building • Effecting Change 2. Describe your approach to strategic planning and /or goal setting with the Council and staff. 3. How do you approach the planning process? Describe the system you use to set objectives and priorities. 4. Give us a specific example of something that you achieved which showcases your leadership skills. 5. How do you establish effective working relations with: • council • staff • community and civic groups 6. Name three characteristics that you imagine would make a bad city manager? 7. Present your views on human resource management, including team building and the role of department heads. 8. What have been your most challenging issues in labor relations, personnel matters and grievance procedures? 9. What did you learn from this above experience? 10. How would handle a public disagreement or conflict with a member of council? INTERVIEW QUESTIONS — MASTER LIST City Manager FINANCIAL 1. What experience do you have with budget preparation and finance? 2. When preparing a budget, what do you look at first — Revenue - Enhancing or Cost - Cutting? 3. What experience have you had with capital improvements and state or federal processes? 4. List some capital project funding that you have been instrumental in obtaining. 5. Were your capital projects on time and within budget? 6. How would you get the public involved early in the budgeting process? 7. Describe your experience with public land management and its sale or lease? 8. Have you been involved in obtaining capital funding? Please describe. 9. To what extent have you been involved in obtaining or managing grants? COMMUNITY DEVELOPMENT 1. In terms of your professional work, what civic organizations do you belong to or feel are important? 2. What successes have you had in stimulating or organizing economic development activities in a community? 3. What techniques have you found to be the most successful in assisting local government officials to establish and implement Tong -term and short -term goals? 4. How will you go about assessing strengths and weaknesses of the city and identifying opportunities for improvement? 5. What ideas do you have for economic diversification? 6. In your view, what role do short and long range plans play in the operation of the city? 7. Describe your philosophy and experience in relation to private development and planning & zoning. 8. Seward has an aging infrastructure. What approach would you take toward remedying this situation? 9. Describe any experiences you've had with port communities or harbor expansions. 10. What is the best way to balance the needs of well - established businesses with those of new up- starts? 11. What public safety and emergency services do you believe the city should provide its citizens? 12. Seward has a very tourism -based economy. What is the effect of that and how will you deal with it? LEGISLATION 1. What experience have you had with the legislative process? 2. What considerations would you raise relating to annexing Seward with its surrounding communities? 3. Describe your experience working with local, state and federal governments in the past. 4. Based on your standards, how would you handle a situation in which the city code stated one thing but you were asked to do another, either by citizens or the council? 5. Describe your involvement or interaction with state and federal lobbyists? 6. Give an example of an effective policy or procedure that you have been instrumental in establishing. 7. What methods do you use to stay current with legislative and municipal trends and developments? 8. Describe your views on the role of government and its relationship to the private sector. INTERVIEW QUESTIONS — MASTER LIST City Manager WRAP -UP 1. Why are you interested in the position of the City Manager in Seward? 2. What would be your first actions upon assuming responsibility as city manager? 3. If offered the position when could you start? 4. Do you have any questions for us? 5. No two cities are alike. What do you see as the defining characteristics of Seward, and how would those characteristics affect your approach to managing the Seward city government? 6. After reviewing city information and your meetings today, what general comments or questions do you have about Seward? i IN I ERVIEW QUESTIONS Do's Don'ts IMPERMISSIBLE PERMISSIBLE Are you at least 18 years of age? If hired, can you furnish proof of What is your race? Religion? Age? age? Can you work on weekends (only if relevant to the job)? Are you married? Single? Divorced? Separated? Widowed? What are the names of relatives already employed by the city? Will you have any problems getting to work by 8 am? Do you live Do you own or rent? within city limits (only permissible if its a specific condition of employment)? What does your husband /wife do for a living? Do you have any children? How old are they? Who will care for Are you available full -time for the next 3 -6 months? Do you foresee any long -term absences in the future? Can you work overtime if them while you're at work? Are you pregnant? necessary? What is your nationality? Are you a citizen of the US? Where do Are you in this country legally? If hired, can you provide proof of your parents live? citizenship (passport), visa, alien registration number? Here is a list of the essential job functions for this job. Describe your educational background. What other learning experiences have you Do you have any physical defects which preclude you from had that would be of benefit to you on this job? Can you perform performing certain kinds of work? Are you taking any prescribed these functions with or without accommodation? Which personal medications? Have you had a major illness in the past five years? qualities do you have that would help you in this job? Do you foresee any difficulties in your performance of this job? What makes you think you will do well in this job? What are your expectations at this job? Do you have a driver's license (provided driving is an essential job Do you have a visual impairment? function)? Do you have any back problems? Can you lift 25 pounds without trouble? Tell me something about your work with other city councils and managing city employees. How did you find out about this opening? What did you like best about your previous job? Least? What were the challenges? What did you find most difficult to learn on your prior job? Which of your jobs helped you grow as a professional? How? Why did you leave your last job? Could you be more specific? Why are you planning to leave your current job? What are your short -term and long -term employment goals? How do you think your experience has prepared you for this job? What work - related accomplishments are you most proud of? Have you ever been treated for a mental or emotional condition? How many days were you absent from work in the last five years? Have you received disciplinary sanctions or admonitions from your current or any previous employer within the last five years? ll 11111 CR V IC VV l{U'CJ 1 RlIVJ Do's Don'ts IMPERMISSIBLE PERMISSIBLE Have you ever been treated for drug addiction or alcoholism? Have you ever received public assistance? Have you ever been arrested? Do you have any criminal convictions in the last five years that involved theft or fraud? Have you ever filed personal bankruptcy? Will you provide letters of recommendation or copies of your evaluations from previous jobs? How soon can you start work? Do you have any offers now which require a decision by a certain date? When do you have to have a decision? i ¢tiY< • Main Office (907) 224 -4050 �� . • Police (907) 224 -3338 CITY OF SE�ARD r s • Harbor (907) 224 -3138 P.O. Box 167 • Fire (907) 224 -3445 410 Adams Street `" • City Clerk (907) 224 4046 Seward, Alaska 99664 - 0167 • • Community Development (907) 224 -4049 - W • Utilities (907) 224 -4050 • Fax (907) 224 -4038 Date Candidate Name Candidate Address City, State Zip RE: City Manager Interview — Written Exercise Dear Name: The Seward City Council is pleased to include you as a semi - finalist for the City Manager position. To further the selection process, we'd like to ask you to provide specific written responses relating your experience in the following categories: • Capital budget and /or construction management • The impact of tourism on a city's economy • Comprehensive plan/land use controls in a growth setting • Working with State and Federal lobbyists • Economic development • Collective bargaining/human resources management • Real estate management/lease development • Emergency/Disaster preparedness and/or response • Your management style • Citizen participation, specifically working with boards & commissions • Our city provides the following services: Water, sewer, refuse, port & harbor, library, animal control, city jail, volunteer fire service, parks & recreation, roads, and our own electric utility. Explain the experience you have with each of these services. • Why choose Seward, Alaska? • Any other areas of expertise not mentioned above that you think are pertinent or helpful You may fax or e -mail your response by . Please limit your responses to a half page per item. The council will review your responses and choose the final applicants to interview. Please note that your responses are made public. Please do not hesitate to contact me if you have any questions. Sincerely, Johanna Kinney City Clerk \CA REFERENCE QUESTIONS City Manager Candidate: Date: Company Contacted: Person Contacted: How long have you known the candidate? In what capacity have you known the candidate? How did the candidate perform in this capacity? How would you describe the candidate's work relationships with staff? Does the candidate have teambuilding abilities? Can you provide examples of how the candidate delegates responsibility and authority to staff? Can you provide examples of how the candidate handles personnel management and employee relations? ac REFERENCE QUESTIONS City Manager Does the candidate have experience handling media relations or the public in general? Please explain. Is the candidate tactful and courteous? Patient and thoughtful? Do you feel the candidate communicates effectively? How so? Is the candidate responsive and timely with their work? Does he /she consistently meet deadlines? Does the candidate take the time to prepare? Does he /she do their homework? Explain. Describe how the candidate has demonstrated short -term and Tong -term planning capabilities. ak REFERENCE QUESTIONS City Manager Has the candidate shown cautious and effective financial planning and fiscal responsibility? What experience does the candidate have with government? What experience does the candidate have with economic development? What are the top strengths of this candidate? What are the weaknesses of this candidate? Would you like to share anything else about this candidate? Da APPLICANT RATING FORM City Manager Evaluator: Candidate: Date: SCORESHEET VALUE RATE Education: Bachelor's Degree 5 Master's Degree or Other 5 PhD 5 Management: Experience in Alaska 0 -15 Budget Preparation 0 -15 Background: Municipal Government 0 -10 Coastal Community 0 -10 Experience: Depth & Stability of Work History 0 -10 Negotations 0 -10 Legislative Process & Capital Improvements 0 -5 Other: Leadership, Special Projects, Community Activities 0 -5 Application /Resume Throughness, Attention to Detail & Writing Skills 0 -5 TOTAL 100 OTHER CONSIDERATIONS Assign a rating for each item below: 1= Poor 5 = Excellent The candidate presented his /her ideas in a clear, effective and persuasive manner * Verbal * Written The candidate appeared to be comfortable under pressure * Yes * No The candidate is knowledgeable, capable and confident * Yes * No The candidate has working knowledge and experience that would benefit the city of Seward * Yes * No Co uncil Discu t' E r fi r, i " ys N r 1 � I f 1 i ��. � �n � � '� # � fir. �tf� r� r ' � "`*� 1 kr, ^ x F . ` '� r i C Rating Form For Each Candidate 2 ; ,, �3 � -•� 'F fir- 1 . I ,, , 1 t , ` �, j { hF`1� 1"f �4 4yf '6Y w*Ali �R x a 5 '+ l R 2' Y, g 11 4 .. ` 4'� i k` "d Comp Rating Form For Each Candidate r ,� F 'a te i . t - y�`, f ar 7 401 , ,��, ; i` t ,.i �., s 4 �`wF j s x n[ �'�� e � " � �. ���. -"te �> ��a i� . . °w t t '^+ $ � � S Y U Com plete Rating Form Fo r Each Candidate ,�:� � ��x � � a a � tee, � ` ` � � � ;41 ;;% . 4'4",1", t' � . `'E rv �� � s .. - Extend O siu y Cry Co&nc e : t � ��.1� • q ' + + .� "' � `.+ _, q'��1r' . fi .F , ga d u gT es�t ing { .& l`..� 'C B 4, d C y ,� a ..a .. s,, „� y , �fumrjn R e so urce 3 c ' 7 � rn etc } ;" e t Contract I eg a tra t i o - rt (` „„„7,,,,4,,,,,,..„,...,,',..7, dition l) 3 Person Subcom x+rttee tht touryctl s Dr r e ctron Contr Review • {'aty Attorney r ” A C ontract R C ity Councr3 LI Agenda Statement Meeting Date: August 8, 2011 4" Of sFwq To: Mayor Dunham, City Council Members From: Johanna Kinney, City Clerk YS) Agenda Items: Schedule first round interviewers At the August 1, 2011 Special City Council Meeting, Council selected six applicants for first round interviews. The Clerk's Office is working to provide video interviewing capabilities (Skype or something similar). This would be an appropriate time to schedule these interviews. Below are the schedules the City Clerk was able to obtain from the applicants: Eric Strahl: -Most any time and date will work - Three hour time difference - Can telephone or Skype Jim Hunt: -Skype capabilities sketchy - (no response on what times work best, so assume anytime can work) -would prefer to go last Carlo Pilgrim: -Any day is good -Skype interview is good - 4 -hour time difference (Clerk suggestion to put him first) Eric Phillips: -Any evening from August 9th -19th, except August 15th (Council meeting night here in Valdez) ,Teff Hancock: - Available on the following: August 8 -10, can also do weekends - Unavailable August 15 -17 - Available August 18 - 3 hour time difference - Can telephone or Skype David Richards: - Available the weeks of the 15th or 29th of August. - no access to Skype Other scheduling matters to keep in mind: August 16, 2011, 6:30 p.m. P &Z Work Session (can change location if needed to). August 17, 2011, 6:30 p.m. HP Work Session (may be able change location if needed to). August 29, 2011, tentatively reserved for a council special meeting to approve the SMIC engineering RFP contract. May /may not need much time for this meeting, so a work session could be scheduled before or after.... RECOMMENDATION: Based on council's and the applicants schedules, schedule a work session to conduct telephonic (preferably video) interviews. �,5 August 201 August 2011 September 2011 S UMO TuWe -Th Fr Sa SUN/10 TuWe Th Fr "Sa 1 2 3 4 5 6 1.2 3 7 8 910.111213_ 4 5" 6 7" 8 910s 14 15' 16 17 18 19 20` `11 12 13 14 15 16 17` 21 22' 23 24 25 26 27 1819 20 21 22 23 24` 28 29 30 31 25 26 27 28 29 30 Monday Tuesday Wednesday Thursday Friday Aug 1 2 3 4 5 6:OOpm CC WS; Electri( 7:30pm P &Z Meeting 7:05pm Appeal Hearin, 8:OOpm Special Meetin 9:OOpm CC Special Me rn J 8 9 10 11 12 5:45pm City Council W 11 :30am Seward Comm 7:OOpm City Council M (NI '-I 0o J 15 16 17 18 19 6:30pm P &Z Work Ses 12:OOpm PACAB Work S 9:OOam Social Security 6:30pm Historic Preser rn 23 24 25 26 5:45pm City Council W 7:OOpm City Council M 01 J 29 30 31 Sep 1 2 Q ) N Nanci Richey 1 8/4/2011 3:09 PM of September 2011 September 2011 October 2011 SuM,o TuWe Th, Fr'Sa SuMo TuWe Th Fr Sa 1 2 3 - =- -- - -- 1 4 5 ''6 7 8' 9 10: 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 16171819202122 25 26 27 28 29130` 23 = 24 25 26 27 28 29 3031 Monday Tuesday Wednesday Thursday Friday Aug 29 30 31 Sep 1 2 N Q N N an N LT 7 Q 5 6 7 8 9 Labor Day; Offices Clo 7:30pm P &Z Meeting 1130am. Seward Comm rn Q a) 12 � 13 14 15 16 7 OOpm City Council M N Q N N 19 20 21 22 23 6:30pm P &Z Work Ses 12:OOpm PACAB Work 5 9:OOam Social Security 6:30pm Historic Preser m N Ql r-1 Q v N 28 29 30 ----..--''..2. 7:00pm City Council M 0 m Lo N N Nanci Richey 1 8/4/2011 11:58 AM