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Minutes - 04/13/1998 Workshop COUNCIL WORKSHOP MINUTES April 13, 1998 Tape Reading 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, APRIL 13, 1998. CONVENED. The Council met in a workshop session at 6:09 p.m. with Mayor Kirksey presiding. The purpose of the workshop was to meet with Waldron Resources to discuss the recruitment process for a City Administrator. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer Jennings Pugh Sifuentez Present Present Present Present Present (6:25 pm) Present Present Staff Present: City Administrator Walton, City Attorney Shields, City Recorder Tennant 0012 Paul Koch and Greg Prothman met with the Council to review the recruitment process followed by Waldron Resources and a proposed time table to be followed. It was noted that the timetable can be changed by a week to accommodate Council schedules and yet meet the goal of hiring an administrator before Mr. Walton's six month period is complete. Mr. Koch stated that they were limiting the recruitment to the Pacific Northwest which includes Oregon, Washington, Idaho, and Northern California. However, he questioned if the Council would accept applications from individuals from any location if the individual's qualifications were such that they may be a good candidate for the job. It was the consensus of the Council to accept all applications, however, a concentrated effort is to be made within the Pacific Northwest since it does limit recruitment costs. 0153 The proposed time table was reviewed which begins with this workshop and would end with interviews on August 3'd. Mayor Kirksey stated that she would be out of town until August 5th and would appreciate a delay in holding the interviews until after she returns. Mr. Koch stated that he needs to hold private interviews with the Mayor, Council, staff and other individuals designated by the CounciL Waldron will compile this information which will be used by Waldron Resources when formulating supplemental questions and during their interviews with the semi-finalists. Waldron will provide the Council with a list of recommended finalists and they will work with the Council in formulating questions to be asked during the interview process. Background checks of the finalists will be completed prior to the interviews. Page I - Council Workshop Minutes, April 13, 1998 ....-.--..--..-,..---" .,......_~.'..'..~~.,-_.._-~_.-'-._~- ...r . ~ COUNCIL WORKSHOP MINUTES April 13, 1998 Councilor Pugh questioned if the recruitment process should be longer in duration since the Council has asked Administrator Walton to perform an internal audit of the City's operations. He was concerned in that the results of the audit may make a difference as to what qualifications that the Council would be looking for in an administrator. Mr. Koch suggested that an internal audit report be submitted to the Council within the next two months and the Council incorporate the results of the audit into the interview process for the top candidates. He reiterated that Administrator Walton will only be with the City for approximately six months and hiring of a new administrator should be done before Mr. Walton leaves. Administrator Walton stated that he would be able to provide a report to the Council within the time period suggested by Mr. Koch. 0435 Mr. Koch briefly reminded that Waldron Resources will develop a position specification for Council review and will do a salary survey of selected cities to determine an appropriate salary range. Staff will provide Mr. Koch with a list of comparable cities we have used in the past for salary surveys. 0484 Mr. Koch also stated that the Council needs to compile a listing of individuals to be interviewed by Waldron Resources. The Councilors suggested the following individuals/organizations be interviewed: Flurry Stone, Joan Brentano, David Vancil, Mick DeSantis, Hazel Smith, Bob Engle, Scott Burlingham, President of Woodburn Senior Estates Golf & Country Club, and the Rotary Club President. It was decided that staff will provide a complete list of individuals to Mr. Koch. 0609 Mr. Koch inquired if the Council wished to review the proposed advertisements before they were published and it was the consensus of the Council that the advertisements could be placed within out their review. Brief discussion was also held regarding the date for holding final interviews and it was the consensus of the Council that the absolute deadline was August 15th. It was also decided that Mr. Koch would hold interviews with the Councilors on April 17th and a schedule of interview times was developed. The workshop concluded at 6:40 p.m.. APPROVED C ATTEST ~~~-J- Mary nnant, Recorder City of Woodburn, Oregon Page 2 - Council Workshop Minutes, April 13, 1998 _._. --.. - ."._~-_..._~_... -,._~_..._,..---,.,,-_._.._----"-_.~,.,,- m 1 .