Agenda - 04/23/2008 Special MeetingCITY OF WOODBURN C~TY COUNCIL WALTER NICHOLS,TCOU CCI'LOR W RD ~
SPECIAL MEETING AGENDA RICHARD BJELLAND, COUNCILOR WARD II
PETER MCCALLUM, COUNCILOR WARD III
JAMES COX, COUNCIIOR WARD IV
APR~~ 23~ ZOO~ ~ S.~O P.M. FRANK LONERGAN, COUNCILOR WARD V
ELIDA SiFUENTEZ, COUNCILOR WARD VI
CITT HALI COUNCIL CHAMBERS - Z7O MONTGOMERY SiREET
1. CALL TO ORDER AND FLAG SALUTE
2. ROLL CALL
3. GENERAL BUSINESS - Members of the publrc wishing to comment on items of
general business must complete and submit a speaker's card fio the City
Recorder prior to commencing this porfion of the Council's agendo.
Comment time may be limited by Mayoral prerogative.
A. City Administrator Hiring Process
Recommended Action: Discuss the City Administrator hiring
procedure, receive public input, and consider and adopt
standards and criteria for the hiring of the City Administrator.
4. ADJOURN TO WORKSHOP
5. WORKSHOP
A. Interim Goals and Objectives
Recommended Action: Review, comment, and give staff
direction on the goals and objectives for the interim period as
found in this staff report and presented at the Council meeting.
6. ADJOURNMENT
"Hc~~ra interpretes c~isj~oni~i~es para aque~~as personas c~ue no ha6[an In,q(es, previo acuer~o. comuniquese
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Apr~l 23, ~C08 Counci! Agenda Page i
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WOODBURj~j
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April 23, 2008
TO; Honorable Mayor and City Council
FROM: Scott D. Russell, Interim City Administrator
SUBJECT; Interim Goals and Objectives
RECOMMENDATION:
It is recommended the City Council review, comment, and give staff direction
on the goals and objectives for the interim period as found in this staff report
and presented at the Council Meeting,
BACKGROUND:
In order to understand and meet council expectations for the period during
which the search for a new City Administrator is underway staff has identified
the following goal areas:
• Administration; WPA Contract Negotiations, Garbage Franchise, City
Administrator
Recruitment, Assist Public Works with Review of Maintenqnce and Transit
Operations
• Community Development: WDO update, Sign enforcement training,
Rental Housing Ordinance completion, Downtown Development Plan
Update (re-commenced)
• Community Services Department; Park Master Plan, Pool HVAC project,
Weed & Seed
• Police; Facility Punchlist Completion, Emergency Management Training
Public Works: WWTP Facility Plan, Review of Maintenance and Transit
Operations, Front St. Project, 214 & Boones Ferry Project
• Personnel & H/R: Personnel Policy Manual Update
• Finance; Budget Completion, Web Site Update
DISCUSSION:
Staff is working on a complete list of goals for the interim and to identify some
specific objectives within the given goal areas that will be accomplished during
Agenda Item Review: City Administrator City Attomey Finance
Mayor and City Council
April 23, 2008
Page 2
the interim period, Staff will present those items at the Weds April 23~d Council
meeting, However, staff desired to advise you of the general areas that will be
addressed so that you have an opportunity to review and be prepared to
comment on them at the meeting.
FINANCIAL IMPACT:
There is no financial impact associated with the recommended action.
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The
City of Woodburn, Oregon
is seeking a talented senior municipal management
professronal to serve as the City's ne~
C~~'l~ ~~N~INISTRATQR
$TBD To $TBD ooQ
Plus Excellent Benefits
Apply by June 1, 2008 (open until filled)
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WHY WOODBURN?
This is an excellent opportunity for a city
management professionai to make a difference
in a rapidly growing community with a supportive
City Council that takes pride in its history and
cultural diversity. If you are interested in taking
the City's forward thinking approach of local
government to the next level then this is the right
position for you!
THE COMMUNITY
Woodburn is a community rich in history,
tradition and diversity. With a blend of Anglo,
Hispanic, and Russian cultures, Woodburn
celebrates its diversity as one of Oregon's
fastest growing communities. Woodburn's
current population is 22,065.
Our location in the northern Willamette Valley
along Interstate 5 provides quick and easy
access to both the Portland and Salem
metropolitan areas. Prime location, plus an
available work force with a strong work ethic,
has given many businesses reason to choose
Woodburn as the place to grow.
Long known as a center of agriculture,
Woodburn is also the window to the Willamette
Valley, providing visitors a gateway to some of
the area's most beautiful attractions, including
----------,
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I
I
dic Work~ ~ Court J
The Oregon Garden,
Champoeg and Silver
Falls state parks.
Woodburn is part of the
scenic Silver Falls Tour
Route. The Woodburn
Area Chamber of
Commerce promotes the
route as an excellent
way of seeing the area's
attractions and unique
communities, including Mt. Angel,
Stayton/Sublimity and Aumsville.
As part of the area's economic development,
tourism has become increasingly more important
to the economic vitality of the area. Woodburn is
home to the Woodburn Company Stores - the
state's second largest visitor attraction, the
exciting Woodburn Drag strip, and wonderFul
community events including the Woodburn Tulip
Festival, Fiesta Mexicana, and other local
festivals.
With a City Council that advocates positive
growth and urban renewal, Woodburn's historic
downtown will continue as the heart of our
community. A new economic development visian
encourages the attraction of environmentally
friendly businesses that provide livable wages
and enhance the community's quality of life.
Page 2
Silverton,
The family unit is historically and culturally
important here. With the support of the
community, the Woodburn school system
continues to excel. It now offers the prestigious
International Baccalaureate Program and the
exciting Woodburn Equitable Small School
Transformation (WESST) program for innovative
high school education.
The City of Woodburn is in good financial
condition backed by sound fiscal policies and
practices. The City depends on a variety of
revenue sources to support municipal services.
The primary source of revenue for the City, and
for other taxing districts in the Woodburn area, is
the property tax. The total Budget, all funds, for
2007-2008 is $50,558,720. The General Fund
Budget is $11, 470,732.
THE CITY
Vision Statement. "Woodburn will be a safe,
vibrant, full-servrce community. Woodburn wiN
be a community of unity, pride, and charm. It
wil! be a sustainable, fechnologically advanced
community with a functional multi-modal
transportation system. Woodburn will thrive as a
regional focus for fhe advancement and
enjoyment of the arts, culfure, leisure and
recreational activities. Woodburn will be a great
place fo live, work and visit. "
The City of Woodburn is a full-service
municipality that operates under a Council-
Administrator from of government. The City
Administrator is appointed by the City Council to
administer the City of Woodburn and to
implement policies set by the Council. To meet
the needs of a growing population, the City is
organized into nine operating Departments:
Administration, City Attorney, City Recorder,
Community Development, Community Services,
Finance, Municipal Court, Police, and Public
Works.
The City Council is led by current Mayor Kathy
Figley who was elected at-large by the
community for a term of two years. Six
Councilmembers are elected by ward of equal
population distribution, each for four year terms.
The Council enjoys a collegial relationship and
supports positive Council-Staff relations. The
City Council is supported by a number of
citizens advisory organizations. These include
the Planning Commission, Library Board,
Recreation and Park Board, Museum
Committee, Livability Task Force, Budget
Committee, and Human Rights Commission.
THE POSITION
After successfully serving ??? years as
Woodburn's City Administrator, Mr. John Brown
has accepted a position with the City of
Petaluma, California.
Reporting to the Woodburn City Council, the City
Administrator serves as the administrative head
of the city. He or she is responsible for
overseeing and providing general direction to all
city departments, programs, and services. The
Administrator will work closely with department
heads and other staff on varied operating and
administrative problems.
The Administrator prepares and submits the
annual budget for the City. This includes review
and approval of departmental requests. He or
she is responsible for ensuring effective use of
budgeted funds. When necessary, the
Administrator will seek out financial resources
available to the city and oversee any
applications made for grants by the department
heads.
It is the City Administrator's responsibility to
respond to citizen questions and complaints on
a wide variety of issues, and will work to resolve
problems or delegate to an appropriate source.
He or she will meet with the public to provide
information and assistance regarding city
ordinances and policies. The Administrator will
confer with representatives of city, county, and
other governmental agencies on a wide variety
of concerns involving the coordination of city
services and agreements.
CURRENT ISSUES
The City Administrator will be expected to play a
key role in the following projects and programs:
Transportation Svstem Improvements
The City of Woodburn has identified a number of
important regional and local transportation
Page 3
improvements that need to be addressed. At
the top of the list is continuing to seek funding
for the I-5 interchange and Highway 214
widening projects to help provide congestion
relief and improve access. These projects will
require significant funding and the involvement
of the Oregon Department of Transportation as
an important strategic and cost sharing partner.
The City has also identified a number of local
transportation improvements relating to paving
unpaved streets, installing curbs and sidewalks,
developing cyclist/pedestrian pathways, and
completing engineering on projects to support
grant applications.
Pursue Economic Development
A very important 2007-2009 goal for the City of
Woodburn is to dedicate more effort in the area
of economic development from a variety of
different initiatives. These include the
implementation of urban renewal programs,
partnering with the Chamber of Commerce and
Woodburn Downtown Association to recruit and
retain business, and conducting a needs
analysis of the Highway 99E commercial area as
an opportunity site for transportation
improvements, renewal, and business
recruitment.
Address Infrastructure and Facility Needs
Embodied in the City's capital planning efforts
and two year goals are current and future
infrastructure needs as well as the desire to
make Woodburn "a great place to be." Included
among the highlighted plans and projects are
continuing to revitalize downtown Woodburn,
developing additional parks, addressing needed
upgrades for the Aquatic Center, and expanding
the Library. Seeking ways to fund these projects
and others will continue to be a challenge and
will require a skilled and experienced
Administrator to assist the Council and
community in project prioritization and strategic
planning.
THE IDEAL CANDIDATE
The ideal candidate will have been a successful
City Administrator or Manager in a comparably-
sized city and will have had previous experience
in an organization recognized for high
performance, excellent customer service, and
continuous improvement. The candidate will
Page 4
have a proven track record of delivering results,
building accountability for staff and creating a
positive working environment characterized by
innovation and teamwork.
The individual will understand and respect the
roles of the Council, Mayor and staff, and will
have the experience and maturity to deal
sensitively and effectively with complex issues
and a wide variety of personalities.
This individual will have a hands-on progressive
management style with a conservative,
businesslike approach to local government. He
or she will be capable of making tough decisions
in a timely manner. Candidates should have a
history of progressive and proactive program
development, as well as a reputation for
successful follow-through and implementation.
The City Administrator should lead by exam
demonstrating personal and professi
integrity. The candidate will have sound val
and promote
teamwork and
cooperation,
and have the
ability to take
the organization
to the next level
of efficiency.
The ideal
candidate will bring an appropriate sense
humor, as well as a flexible "can-do" attitude.
ple,
onal
ues
of
The competitive candidate will exhibit an open,
direct and straight-forward communication style
with the ability to maintain good communication
between the City's departments, the Mayor, and
the City Council. The candidate must have a
proven track record of maintaining positive
relationships with institutional stakeholders in
the community such as business groups,
schools, and others. Successful experience
working with State Legislators is also desirable.
Having the ability to communicate and outreach
effectively within Woodburn's multi-cultural and
economically diverse environment will be
beneficial. The City Council will expect the
candidate to be an active part of the community,
possess a strong, approachable interpersonal
style and be at ease working with citizens. In
accordance with City Charter, the City
Administrator is required to reside in the City of
Woodburn.
EXPERIENCE S~ EDUCATION
A bachelor's degree or equivalent specializing in
public administration or closely related field is
required. Five to eight years progressively
responsible management experience in
municipal government; or any equivalent
combination of education and experience which
demonstrates the knowledge, skills and abilities
to pertorm the above described essential
functions is required.
COMPENSATION
- $TBD DOQ
- Medical
- Dental
- Vision
- Life insurance
- Long-term disability insurance
- 10.5 paid holidays, plus 1 floating holiday
~ Vacation
- Sick leave
- Executive leave
- 457 deferred compensation program
- Oregon State PERS retirement
/ S~y~'~.~
~~~ ~ ' ~ ~
~OODBURj~
Ir.~crvc~a~ed 43&4
For more information about the City of Woodburn,
please visit:
http://www.ci.woodburn.or.us
The City of Woodburn is an Equal Opportunity Employer. All qualified candidates are strongly
encouraged to apply by June 1, 2008 (first review, open until fi!!ed). To apply, please send a letter of
interest, resume, completed application and answers to the supplemental questions to Prothman via
emai! at humanresourcesCa~prothman.com or regular mail to the address below. The application form
and the supplemental questions can be found at www.prothman.com.
' ,1~ 206 368 0050 {ph} 206 368 0060 {fx}
3633 136'h PL SE, Suite 206 Bellevue, WA 98006
creatrng solutrons shane@prothman.com www.qrothman.com
Page 5
CITY OF WOODBURN
CITY ADMINISTRATOR SEARCH
TIMELINE
4/22/OS
TASK DATE
Stakeholder meeting Wednesday, Aprii 2, 2008
Delivery of draft Position Profile Week of April 23, 2008
Approve the Position Profile Week of Apri123, 2008
Begin advertising Week of April 28, 2008 (approximately 5 weeks
of advertisin )
First Review of Applications by
Prothman Week of June 2, 2008
Status report & candidate materials to
client Week of June 2, 2008
First work session with Client
(Determine Semifnalists
~'~'eek of June 9, 2008
Semifinalists interviews Weeks of June 16 & 23, 2008
I Second work session (Selection of
Finalists Week of June 30, 2008
HOLIDAY: Independence Day ` Friday, July 4},~D~S,
Reference checks Begin as soon as final candidates are chosen
Final Interviews Week of July 14, 2008
Boldfaced rtems denote dates where decisions or meetings with the City are required.
This Timeline is a draft of suggested timeframes for conducting the recruitment of the
City Administrator position. All dates and timeframes are negotiable with the City and
are dependent upon the needs and availability of both the City and Prothman.
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c~eating solutior,s
CITY ADMINISTRATOR SALARY SURVEY - 2007
j Contract Monthly
Base Date of
Last
City•paid SS
PERS or
Employee
Employer Monthly
Car Mileage
Reimb.
Deferred Comp
Other MoneWry
Days of Exec.
Vacation
Severance
Other
Benefited
' Sala Increase Private Amount Amount Allowance Rate Benefits Leave Days Benefit Benefits Amount"
Gresham ~ Yes $9,355 1/07 7.65% PERS 0% 13.5°/ $400 NA None None None 26 3months 1°/ to $1~,751
(97,745) i $639 I $1,263
H RA!
VEBA
$94
Hilisboro Yes City $12,269 7/07 7.65°/, PERS 6% 11.38°/ Exclusive NA None None 2 personal 20 NTE 2 mos, 1% HrA/ $14,470
(84,445) Mgr $682 $1,396 use of days unless VBA
city i convicted of $123
vehicle ~ crime
Springfield Yes $11,913 7/01, no 4.65% PERS 0% 14.55% $400 NA Match up to None 10 19 NTE 12 mos None $15,155
(57,065) COLA, $676 $1,733 $5,200 w/ benefits w/o
p/u i ($433 mo) cause
PERS
Tigard Yes $11,232 8I07 7.65% ICMA 0% 11°/ $335 IRS Rate Match up to 3°/ $50 VEBA, + Combined 32 6 mos salary None $13,937
(46,300) $667 $1,236 $334 $83/mo to into PTO
I purchase addl Program
life or long-
term ins
Aibany Yes $10,223 7/07 7.65°/, PERS 6% 12.51% $300 IRS Rate 457 - 10°/a, None 10 19.5 6 mos. salary None $13,834
(46,610) $652 $1, 279 I $1, 022 I.
401(A)- 3.5% i I
~ $358
Lake Yes, $12,141 1/07 i 7.65% PERS 0% i 18% $350 IRS Rate $250/mo None 4 10-23 None None $15,604
Oswego position $678 $2,185
36,350 vacant
Keizer Yes 58,943 7107 Dces not PERS 0% 12% $350 None City matches up $5,000 reimb. None 18 None None $11,320
(34,380) participate $1,073 ; to 6% on tuition/
I in SS I $537 education
I
$417 mo. i
McMinnville __
No $9,868 7/07 7.65% PERS 0% ~ 24.19°/, $750 None None After 10 yrs, 5 25 Negotiated at $13,727
(30,950) $647 ~ $2,387 $75/mo into time of sep.
deferred com
Oregan City Yes $10,118 7/07 7.65% PERS 0% 20°/, No IRS Rate None None Yes, nothing 25.5 1 year salary None $12,792
29,540 $650 $2,024 in writin
Grants Pass Yes $11,608 7l1/07 7.65% PERS 0°/ 21.02°/ $577 None 6% Cell phone 8 20.75 9 mos salary + $16,237
(30,930) I $888 ~ $2,440 $696 $27.82 mo ! unused of
' ~ sick, vac, '
holiday and ~
~
~ ~ ,
I~ I
~ , I exec leave
balance + 6% ~~
;
---
Tualatin ~ Yes
9,156
I
~
7/1/07 15.3% (incl ~
ERS ~
6°/ I
15.36% i
$350
-
None
-- -- -
14% i,
-
401A - 7.1%
5
8 into deferred
_com
w/o cause-up ~
_
$551mo $14,181
(25,650) I EEPD) ~ I $1,406 i $1,291 $650/mo to 12 mos if IT
!
! $1,273 I ; I not found stipend
~
~ ~ em m field
~
-----
--
West Linn Yes --- -
$9,426 --r
10/06 7.65% ~
PERS -
0% -
20.05% _
$200 .
None j _ --
3% -- - ----
$5,000 bonus ~---
6 - - - _
20 --
- - _
4 mo w/o - __ _
- ~$12,439 +
(24,180) i I $640 $1,890 $283 in 2006 I cause or I $5,000
- J_ - ----
Woodbum ! Y
s
_
$10
950 -
10/1/07 15
3%
---
P
i
-- --
------ ---
-
-- ,
-- -
~
- - 6 mo w/ cause bonus
- -
--
e , . r
vate 0% 17.3~o No IRS Rate None ~5 15 6 months $14,169
22,615 ' $1,325 SICMA $1,894_ ~ salary _~ _ _-
Contrad Monthly
Base Date of
Last
City-paid SS
PERS or
Employee
Employer Monthly
Car Mileage
Reimb.
Deferted Comp
Other Monetary
Days of Exec.
Vacation
Severance
Other
8enefited
-----
Sala
Increase private
---- Amount Amount
Allowance
Rate Benefits
i Leave Days Benefit Benefits AmounC'
Milwaukie
Yes
$10,343
2/1l07
7.65°/
PERS
0%
13.98%
$250
None
1.5 % -__
None 1 __
12
14
3 months base
$12,848
(20,835) ~ $654 $1,446 $155 I salary w/o
cause
Ashland Yes $11,273 7/1/07 7.65% PERS 0% 12°/ $4DD IRS Rate $30 None 10 21 6 mos. salary $13,723
21,430 $667 $1,353 w/ benefits
Roseburg Yes $10,097 1/1 /07 7.65% PERS 0% 26.51°/, No IRS Rate None None 5 10 6 months if Paid $13,424
(21,050) $650 $2,677 without cause member
ship in 1
local
service
or .
'If no percent listed, social security calculated at 6.75%.
"Without medical/dental insurance amou~ts, LTD amounts, & life insurance amounts.