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NOTE:

IN ACCORDANCE WITH PROVISIONS OF THE ARIZONA REVISED STATUTES AND THE FLAGSTAFF CITY CHARTER THE SUMMARIZED MINUTES OF CITY COUNCIL MEETINGS ARE NOT VERBATIM TRANSCRIPTS.  ONLY THE ACTIONS TAKEN AND DISCUSSION APPEARING WITH QUOTATION MARKS ARE VERBATIM.  AUDIO RECORDINGS OF CITY COUNCIL MEETINGS ARE ON FILE IN THE CITY CLERK’S OFFICE.

 

SUMMARIZED MINUTES

SPECIAL COUNCIL MEETING

 

October 25, 2006

5:00 p.m.

 

A Meeting of the Flagstaff City Council was held on October 25, 2006 convening at 5:00 P.M., in the Council Chambers at City Hall, 211 West Aspen Avenue, Flagstaff, Arizona.

 

1.      CALL TO ORDER

 

The Meeting was called to order by Mayor Donaldson.

 

2.      ROLL CALL

 

On roll call, the following were present:

 

 

Mayor Donaldson

 

Vice-Mayor Overton

Councilmember Cooper

Councilmember Haughey

Councilmember Kelty – Arrived at first Executive Session

Councilmember Swanson

Councilmember White

 

 

Also present were:

 

 

City Manager, Dave Wilcox

City Attorney, Patricia Boomsma

 

Vice-Mayor Overton moved to recess into Executive Session, seconded by Councilmember Cooper.  The motion passed on unanimous vote.

 

The Special Council Meeting reconvened at 5:48 p.m.

 

3.         Process for Appointment of Acting City Manager:

 

 

·         

Discussion of consideration of internal or external Candidates.

 

·         

Possible recess to Executive Session to discuss identified internal candidates:  Jim Wine, Deputy City Manager.

 

·         

Possible appointment of internal candidate.

 

·         

Discussion of process/timeline for recruitment of external candidates:

 

 

i.

Who does the Council wish to designate to assist them in carrying out the required tasks required to identify an Acting City Manager? (e.g. City Manager, Human Resources Director, Consultant, staff team, others?)

 

 

 

ii.

Are there any special qualifications and/or other criteria the Council might have that will be useful in helping to identify qualified Acting City Manager candidates?

 

 

 

iii.

Timeline.

 

 

The Council discussed options for internal and external candidates for interim city manager. They analyzed the pros and cons for each, and also talked about the preferred management skills set the candidate should have as well as how to identify potential candidates.

 

 

Some of the reasons cited in favor of having an internal candidate were that it would provide stability and represent a considerable time saving during the transition process. As an internal candidate, the person would not require additional training and would be familiar with the City policies and procedures, and the staff.

 

 

Some of the reasons cited in favor of having an external candidate were that it would be an opportunity to have fresh feedback; the person would bring new direction, ask different questions and would be able to move the organization forward. In addition, an external candidate will not adversely affect internal workflows.

 

 

Councilmember Cooper moved to consider both internal and external candidates, seconded by Councilmember White. The motion passed on a split vote with Mayor Donaldson, Vice-Mayor Overton, Councilmembers Cooper, Haughey, Kelty and White voting on favor and Councilmember Swanson voting against

 

 

4.         Process for Recruitment and Selection of New City Manager:

 

 

·         

Define qualifications/criteria for selection (possibly postpone to retreat).

 

 

·         

Role of Council, staff, and consultants in selection process.

 

 

·         

Process for selection of a recruiting firm.

 

 

·         

Timeline.

 

 

A management skill set is desirable that includes abilities such as: team builder, previous experience as a city manager, ability to coordinate the budget presentation, ability to delegate work effectively, ability to engage with the community, to listen their concerns and inform the Council of those concerns, a person that knows how to hold and guide any process.

 

Several Councilmembers referred to David Latshaw’s experience and knowledge Council operations and needs. He understands what the position requires and is able to perform the task of recruiting and getting information from the candidates, as well as being able to facilitate the retreat services.

 

Councilmember White moved to select Latshaw and Associates for assistance in selecting the interim City Manager and facilitate the retreat. The motion was seconded by Councilmember Haughey.

 

Mayor Donaldson recessed the meeting for executive session.

.

Councilmember White repeated and clarified his motion. The motion passed on unanimous vote.

 

5.         Discuss and Set Topics, Goals, and Date for Council Retreat:

 

 

·         

Topics.

 

 

·         

Desired outcomes.

 

 

·         

Format.

 

 

·         

Possible facilitator

 

 

·         

Staff participations.

 

 

·         

Date preferences.

 

 

·         

Location preferences.

 

 

David Latshaw stated that he would continue to assist the Council. He requested that each Councilmember provide a prioritized list of preferred qualifications and skills for the city manager position to assist the consultant in providing suitable person. He will identify three to five candidates for review by City Councilmembers; the candidates may request pay similar to that of the current City Manager. He also asked that all members of the Council participate in the interviewing process. A facilitator will be needed for the retreat. Mr. Latshaw would like to meet with each Councilmember individually and he will provide the Council with a draft agenda for the retreat.

 

The Council will have until Friday, October 27, at 5:00 P.M. to submit names for consideration.

 

6.      ADJOURNMENT

 

There being no further business to come before the Council, the Special Meeting was adjourned at 8:04 P.M.

 

                                                                         

MAYOR

 

ATTEST:

                                                                           

CITY CLERK

 

 

CERTIFICATION

 

STATE OF ARIZONA,

 

Coconino County.

)

)

)

 

 

ss.

I, MARGIE BROWN, do hereby certify that I am the City Clerk of the City of Flagstaff, County of Coconino, State of Arizona, and that the above Minutes are a true and correct summary of the

Special Meeting of the Council of the City of Flagstaff held on October 25, 2006.  I further certify that the Special Meeting was duly called and held and that a quorum was present.

 

DATED this 6th day of December, 2006.

 

                                                                         

CITY CLERK