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03-22-2011 WSPage 1 MINUTES OF THE CITY COUNCIL WORK SESSION Tuesday, March 22, 2011 Raspberry Room - 6:30 p.m. The meeting was started at 6:32 p.m. Present were Mayor Maxwell and Council members Kristi Halverson, Cheryl Youakim, Bruce Rowan, Rick Brausen, Hopkins Acting City Manager Jim Genellie, Public Works Director Steve Stadler, Community Development Coordinator Tara Beard, Director of Planning and Economic Development Kersten Elverum, Recycling Coordinator Penny Cleve, Minnehaha Watershed District Representatives Mark Ten Eyck, Tom La Salle, Dick Miller, James Wisker, Roland Aberg, Jeff Casale, Sharon Klumpp with Springsted, Inc., Richard Fursman with Brimeyer Fursman and Chandler McCoy with M & A Executive Search Minnehaha Creek Watershed District; Introduction to Cottageville Park Plannina Process and Discussion of Broader Area: Ms Elverum stated that staff has been working with the Minnehaha Watershed District in regards to the Cottageville Park area, the creek and the lift station. Mr. Wisker presented slides that showed what the area along the creek looked like in 1930 until today. Mr. Wisker stated that the programs that are in place are; land conservation, regulatory, water coloring and monitoring, planning and education. Mr. Wisker stated that the policies and objectives are; storm water management, restored nature, recreation/public access, transportation, economic development/housing, and community participation. He stated that urban forestry will work with MNDot. There are two cooperative agreements that the City of Hopkins has entered into. One is relating specifically to the expansion of the park and the associated storm water management improvements. The second is agreeing to explore an expanding vision for the entire watershed district in Hopkins. Mr. Wisker informed the Council and staff about the plans for the expansion of Cottageville Park and the broader vision for the creek corridor. Council expressed concerns about the removal of single family homes but liked the direction that staff and the Watershed District is going. The consensus of the Council was that staff and the Watershed committee proceed with the discussions and planning of the park, creek, and lift station and come back with an update at a future work session. Page 2 Recycling Contract Renewal: Ms. Cleve stated that the City of Hopkins began a source -separated curbside - recycling program on February 1, 1989 in response to the County and Metropolitan Council mandates. She stated that Waste Management was awarded the recycle collection contract in January, 1990. In November 2002 the city re -negotiated the contract with Waste Management to implement the new recycling process called "Single Stream Recycling". Ms. Cleve stated that the expiration date of this contract would have been 12/31/2009; however due to the instability of the recycle material markets the city chose to extend the contract through 3/31/2011. Ms. Cleve stated that the decision to re -negotiate this contract with Waste Management now was based on: a review of contract offers to other cities, current market conditions, convenience to our residents, the good track record of Waste Management and the good working relationship that we have had with them since 1990. She stated that a copy of the proposed contract was reviewed by City Attorney, Jason Hutchinson. With suggested changes from Mr. Hutchinson and agreement from Waste Management the city felt confident to accept an agreement with Waste Management without going out for bids. Ms. Cleve showed the council the proposed contract and the Council was in agreement with the contract and directed Ms. Cleve to go ahead with the agreement. City Manager Search Firm Interviews: M & A Executive Search Firm: Mr. Chandler McCoy with M&A Executive Search firm stated that he is in partnership with Greg Albrecht. He stated that their unique qualification is to do a survey to determine leadership skills. He stated that along with the survey their process is to understand the needs of the City and the needs of the candidates. They would create a profile and the search would be local and national. He stated that they would use their own database and advertise using sources such as the League of Minnesota and City Managers Association. He stated that after 20 days they would give a progress report and identify the candidates. They would then narrow it down to 3 or 4 candidates and do background checks, check references and if the Council wanted they would do an assessment for an additional fee. Page 3 Mr. McCoy stated that they would assist with questions, interviewing, meet and greet and assist with the negotiations. He stated that at the end of the process they would include executive integration. He stated the process would take approximately 60 days. Mr. McCoy stated that they would do one search at a time. They would make recommendations but the Council would make the decision. The fee for their services is $25,000 with an additional fee if an assessment is requested. Brimeyer Fursman Executive Search: Mr. Richard Fursman stated that he was a City Manager is Maplewood for 16 years. He stated that he joined Jim Brimeyer 5 years ago. Jim Brimeyer would act as his senior advisor. Mr. Fursman stated that their process is to get to know the Council, organization, community, culture, how things went with Rick, if the Council wanted someone like Rick or what else the Council is looking for in a City Manager, priorities, and skills needed and or desired in a City Manager. Mr. Fursman stated that they would recruit other City Managers to determine if there was an interest because he stated 75 % of City Managers would not typically be looking for another city for employment. He stated by putting the word out there it sparks an interest and might find someone who would not have been looking in the first place. Mr. Fursman stated that they would also do mailings, calling, e-mails and visit other cities. He stated that they would use their existing database as well as others that are out in the field. Mr. Fursman stated that after recruitment and looking at resumes they would then pick the top 20 candidates and narrow it down to the top 10. At that point they would talk to Council about the candidates in place about their strengths and personalities. Mr. Fursman stated that they would then narrow it down to 5 candidates. Mr. Fursman stated that the firm will keep in communication with the Council through the process. They will create questions if Council wants them to and help with the negotiations. Mr. Fursman stated that they have something called "Onboarding" which is to sit down with the new City Manager and staff and talk about what the expectations are if the Council desires this process. Mr. Fursman stated that they do a "complete analysis" for the Council. He stated that the process takes approximately 3 to 31/2 months from the start of the interviewing. He Page 4 also stated that there is a two year guarantee and the cost for their services is $19,000. Springsted, Inc.: Sharon Klumpp stated that she worked for St. Louis Park as Assistant City Manager. She stated that she has a partner, David Unmacht, that she works with. Ms. Klumpp stated that her firm would be updating the council frequently. She stated that the City of Hopkins is seen by others as a very positive place to live and work. She said that they would do a background check as well as checking the references. Ms. Klumpp stated that would help the process move in a very positive direction. She stated that they would spend time with Council to know what they would like to see in a City Manager. She stated that the firm would do a nationwide search first and then go to the League of Minnesota and the City Manager's website for connections. In the end they would present 4 to 6 candidates to the Council.. Ms. Klumpp stated that her firm would help prepare and design the interviews and have the candidates meet the staff. They would have a formal meet and greet to see how the interactions with the public went. She stated that they could do an assessment if the Council desired one but that would be at an additional cost. The Springsted, Inc. fee is $17,000. She said that the process would take approximately, 3 months. The Council discussed the three firms and they were impressed with the presentations of Richard Fursman and Sharon Klumpp. Several Council Members leaned toward Brimeyer Fursman because of the successful track record that Jim Brimeyer had in facilitating a number of hires in Hopkins. OTHER: Acting City Manager Genellie stated that he received a redistricting letter and he copied it for Council to review. With no further business to discuss there was a motion by Cheryl Youakim and a second by Rick Brausen to adjourn the meeting at 10:21 p.m. Page 5 Debbie Sperling, Secretary ATTEST: Oe Euge a J. axwell, Mayor