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HomeMy WebLinkAbout2018-02-05 Study Session CITY OF ASHLAND CITY COUNCIL STUDY SESSION AGENDA Monday, February 5, 2018 Council Chambers, 1175 E. Main Street 5:30 p.m. 1. Public Input (15 minutes, maximum) II. Look Ahead review III. Continued discussion of City Administrator recruitment IV. Discussion of Communications and Civic Engagement Manager recruitment Immediately following the study session Council will hold an executive session for real property transaction, pursuant to ORS 190.660(2)(e) In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735- 2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. STARTING APRIL 15, 201}, CHARTER CABLE WILL BROADCAST MEETINGS ON CHANNEL 180 OR 181. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US LAMM r. 2119 1 3/5 3/6 3/19 1 4/2 413 4/16 4/17 1 5- - - _ 16 2d Session canceled Presidents' Da 2/19 Regular Council Meeting 2/20 presentation b the Trans ortation Commission PW Paula Brown PRES Pump Stations REBID PW Paula Brown CONS Pump Stations and construction Admin contract with PW Paula Brown CONS W Paula Brown CONS 4 Transit Feasibility Study-award of professional services contract P 5 Public hearing regarding declaration of surplus property Mark Welch PH 6 CEAP 2018 Work Ian Admin Adam Hanks NEW 7 AFN Marketing Plan update AFN Donald Kewle NEW 8 Update to tobacco ordinance to match State code Le al David Lohman ORD-2 3/5 Stud Session tt1 Council Chambers 9 Croman south project update Admin Com Dev Adam Hanks/ Bill Molnar SS 10 Dead Indian Memorial Road discussion continued (request of Councilor Admin Legal John Karns/ David Lohman SS Rosenthal 11 Downtown Policing Strategy (request of Councilor Slattery) Admin Police John Karns/ Tighe O'Meara SS 3/6 Regular Council Meeting 3/6 12 Discussion of potential solutions to deer problems Admin John Karns UNFIN 13 Continued discussion of vehicles for hire services Legal David Lohman UNFIN 14 Polic regarding civic donations Legal David Lohman NEW 15 TOT allocation resolution Finance Mark Welch RES 16 Live entertainment ticket tax resolution Finance Mark Welch/ Adam Hanks RES 17 Public Safety support fee resolution Finance Mark Welch RES 3/19 Budget Committee Meeting in lieu of Stud Session 3/19 18 2nd Quarter Financials Finance Mark Welch BDGT 19 CIP to date Review PW Paula BDGT 20 ECTS rant process approval and sub-committee selection Admin Adam Hanks BDGT 21 Selection of audit committee member Finance Mark Welch BDGT 3/20 Regular Council Meeting 3/20 22 Annual presentation b the Tree Commission Corn Dev Bill Molnar PRES Placeholder for potential public hearing for Comprehensive Plan update Com Dev Bill Molnar 23 and zoning district change for property at Nevada and N. Mountain PH 24 Hold for potential continued discussion of the water treatment plant PW Paula Brown UNFIN project 4/2 Stud Session in Council Chambers 4/2 25 Discussion of Guanajuato 50th anniversary planning Admin John Karns SS 26 Placeholder for potential discussion of health benefits plan Finance/ HR Mark Welch/ Tina Gray SS 4/3 Regular Council Meeting 4/3 4/16 Stud Session in Council Chambers 4/16 4/17 Regular Council Meeting 4/17 27 Annual presentation b the Historic Commission Com Dev Bill Molnar PRES 28 CDBG Public Hearin and Grant award Corn Dev Bill Molnar PH 29 Housing trust fund rant award Com Dev Bill Molnar PH 4/30 Stud Session in Council Chambers 4/30 5/1 Regular Council Meeting 30 Public Hearing on utility fees update Finance/ Electric/ PW Mark Welch/ Tom McBartlett/ Paula Brown 31 Public hearing and approval of annexation and zoning change - Com Dev Bill Molnar Washington Street 32 Approval of the disillusionment of the Waterline Road LID PW Paula Brown Page 1 of 2 City of Ashland Council Meeting Look Ahead *****THIS IS A DRAFT AND SUBJECT TO CHANGE***** Department6 cc CC SS ~-;cc. CIX., Ce ss cc SS cc SS cc SS cc SS cc Re Lead Staff 316 4,417 Ift, 6!14 5115 6/4 6/5 6/18 6/19 7/2 713 7/16 7/17 sponsib 211,9 5/14 5/15 =ire Mike D'Orazi PRES 'olice Ti he O'Meara CONS 6/4 6/5 4dmin Diana Shi let PRES =finance Mark Welch PH RES 6/18 =inance Mark Welch BDGT 6/19 7/3 7/16 7/17 =ire Mike D'Orazi PRES March 19, 2018 June 18, 2018 Jul 16, 2018 October 15, 2018 in (re q. of Mayor Stromber omect J Commission Council Stud Session February 5, 2018 Title: Continued Discussion of City Administrator Recruitment Item Type: Request for Direction Requested by Council? Yes From: Tina Gray Human Resource Director tina.gray@ashland.or.us Discussion Questions: Does the Council approve of the proposed selection process? Does the Council wish to move forward engaging the professional recruitment services of Springsted Waters for the City Administrator Search? Resource Requirements: Springsted Waters proposed an all-inclusive recruitment fee of $24,500. Staff is also recommending the City take advantage of a web-based survey conducted by Springsted Waters to identify key community-wide issues and priorities that should be considered in the selection of a new City Administrator. The additional cost for this service is $2,000. Staff anticipated this recruitment in the approved budget and funds are available to proceed with the search. SuI414ested Next Steps: Staff is seeking Council input on the proposed recruitment strategy and selection process: 1) Contract with Springsted Waters Executive Recruitment firm to conduct a national search for City Administrator. 2) On-site visit by Executive Recruiter to include meetings with staff, City Council, and community members in a public input forum to identify and prioritize the skills and traits an Ashland City Administrator will need in order to be effective. 3) Conduct an on-line survey to obtain community input on key issues the new City Administrator will need to address. 4) Recruiter develops a profile of the ideal candidate and creates a marketing brochure to share with prospective candidates. 5) Springsted Waters launches national recruitment with a proactive outreach designed to obtain a diverse candidate pool. 6) Springsted Waters presents the City with semi-finalists for City Administrator. 7) A subcommittee of the City Council assists in narrowing to a short-list of finalists to be invited to Ashland for an intensive interview and selection process. 8) Staff presents Council with suggested criteria to be utilized in the interview and selection process and invites public input on proposed criteria at a regular business meeting. 9) Staff works with Mayor and subcommittee of the Council to design the selection process and identify interview panelists. Page 1 of 2 CITY OF -ASHLAND I 10) Council convenes in Executive Session to interview finalists. 11) Once a candidate is identified, Staff works with Mayor and Council to extend a job offer. 12) A thorough background investigation is conducted on the candidate selected for hire. 13) Background is completed and start date for the new City Administrator is identified. 14) John Karns and staff complete the transition process. Policies, Plans and Goals Supported: N/A Background and Additional Information: At the December 5, 2017, Business Meeting, Council directed staff to begin a recruitment process for the City Administrator. Staff received proposals from five qualified firms wanting to assist the City with our executive search. After a review of the proposals, staff selected Springsted Waters for its commitment to pursue a diverse pool of candidates. Springsted Waters will utilize its established networks to make direct and personal contact with prospective minority and female candidates in order to encourage them to consider this opportunity in Ashland. Additionally, Springsted Waters will provide an on-line survey designed to solicit public input on the key community issues the new City Administrator will face once on the job. The survey outcomes will assist in development of the recruitment brochure, as well as provide Council with additional community input for consideration in the Strategic Planning process. Attachments: N/A i i Page 2 of 2 CITY OF -ASHLAND Council Stud Session February 5, 2018 Title: Discussion of Communications and Civic Engagement Manager Recruitment Item Type: Request for Direction Requested by Council? Yes From: Tina Gray Human Resource Director Tina. gray(a ashland.or.us Discussion Questions: Should the ongoing in-house recruitment for a Communications and Civic Engagement Manager be continued and completed as planned? Resource Requirements: Although the job title and duties have been revised, this is an existing, administration position approved in the budget. I Suggested Next Steps: This item is for discussion only. Policies, Plans and Goals Supported: 2. Promote effective citizen communication and engagement 2.1 Engage community in conversation about core services, desired service levels and funding mechanisms. 2.3 Evaluate existing communication tools currently in use Background and Additional Information: Councilor Slattery and Mayor Stromberg requested a discussion of the Communications and Civic Engagement Manager recruitment that is currently in process. Attachments: Recruitment announcement Page I of 1 CITY OF -ASHLAND CITY OF ASHLAND invites applications for the position of: Communications and Civic CITY Of Engagement Manager ASHLAND SALARY: $32.20 - $39.13 Hourly $5,580.75 - $6,783.25 Monthly $66,969.00 - $81,399.00 Annually OPEN DATE ING 01/04/18 CLOSING 01/19/18 12:00 PM DATE: DESCRIPTION: PURPOSE OF POSITION: Maintains and manages content for the City's website, social media accounts, Citizen Alert, City Source publication, and the City's Communication plan. Maintains positive relations between the public and the City and provides strategic counsel to senior management as it relates to communication. Under administrative direction, evaluates, writes reports and often makes sensitive or confidential recommendations for changes in organization, operations, policy and procedures. Manages program performance and monitors budget compliance in assigned areas. Coordinates Citywide events, promotes public awareness and understanding of City services, facilitates public participation efforts, and oversees citizen complaint processes and requests. Serves as staff liaison on one or more City Commissions. EXAMPLES OF DUTIES: ESSENTIAL JOB FUNCTIONS: The duties listed below are only intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related and/or a logical assignment to the classification. Conducts a variety of administrative, systems studies, strategic plans and special projects working directly with the City Administrator on a confidential basis. Projects may involve extensive research and comparisons, administrative follow-up, liaison with community groups and other agencies, council task forces, and city staff. Evaluates, writes reports and makes recommendations for changes in organization, operations, policy and procedures and reports on the merits of the recommendations. Acts as a team leader on interdepartmental projects. Provides information needed for consideration of department goals, budget, policies and procedures. Remains current on emerging issues, local news and community events. Maintains contact logs and issue files. Coordinates meetings related to the development of information strategies on City-wide programs. Conducts City-wide information activities in collaboration with Department Heads, including information designed to keep the public informed of the City's programs, accomplishments and points of view. Conducts the Citizen Survey and presents the results to staff and the Council. Assists in coordinating and implementing management improvements that address new or ongoing problems. Assists in the development and implementation of policies, programs and procedures, may include administration and coordination of city grant programs; prepares City Council reports, requests for grant funding and other administrative reports. Provides information to Council members, coordinates responses to questions, and provides staff support to City Council subcommittees. May be assigned to manage program performance and monitor budget compliance for specific City programs and divisions. This may include budget development and preparation, establishment of program or division goals and objectives, and financial feasibility reviews of fees and rates for services provided, project and material costs and other financial aspects of City and departmental projects. Receives public inquiries and complaints tactfully and constructively, researches and assembles information for response. Provides information regarding policies and procedures to the public. Plans and coordinates development and communication of information that is designed to keep the community informed of the city's services, programs, accomplishments and regulations. Coordinates and staffs City-wide meetings and public events; may be required to attend City Council, department head and various other meetings. Participates as a member of the senior management team by contributing to policy formulation and program development; provides input or other information and receives direction or other input. Prepares and presents reports and recommends resolutions and ordinances for action by Council. Reviews laws, regulations and pending legislation for impact on city programs. Prepares implementation plans and/or official responses to proposed legislative changes; may develop and maintain related procedures for compliance with appropriate regulations and policies. May serve as City liaison for planning major community events. As assigned, represents the City in relations with the community, advisory committees, authorities, other local, county, state and federal agencies, other cities and professional organizations; serves on committees as assigned. Manages the City's web page development and content; collaborates with staff to set standards and policy for web content and presentation of City information; provides web training to other departments; ensures website information is updated and accurate. Manages and cultivates the City's audience on social media platforms and Citizen Alert. Assists with managing and posting city information on social media that is current, relevant and appropriate. Promotes awareness of information and events strategically with Citizen Alert notifications. Acts as representative spokesperson with the press, occasionally on camera or on air, regarding a variety of public information, to facilitate outreach or response to issues as necessary. Ensures that notification to the media, reports and other information materials for publication are accurate and effective; works with RVTV to write, direct and produce City's cable programming; purchases advertising time and space as required. Writes, lays outs and edits the City Source publication in collaboration with department heads and staff. Responsible for maintaining and updating the City's Communication Plan. Writes and edits key internal and external communication materials in an engaging, concise, accurate and appropriate tone for the organization/audience. Develops messages appropriate for a wide variety of subjects and audiences. Creates or assists with the creation of informational and promotional material and public notices. Ensures City adequately fulfills public information duties during emergency situations when the EOC is activated. Staffs EOC as the Public Information Officer and responds to public information inquiries, media requests and regional coordination. TYPICAL QUALIFICATIONS: MINIMUM QUALIFICATIONS: EDUCATION, TRAINING AND EXPERIENCE Education: Bachelor's Degree from an accredited college or university in public administration, business, governmental relations, journalism, public relations or related field. Experience: Must have three (3) to five (5) years of experience in general project support, preferably in local government. Must have knowledge of the principles and practices of public involvement. Must possess superior communication skills, both oral and written. Substitution: Any satisfactory equivalent combination of education, training and experience that demonstrates the knowledge, skills and abilities to perform the duties of the job proficiently may substitute for the above requirements. Desirable Qualifications: Master's Degree in public administration or business administration is highly desirable and may substitute for two years of required experience. Knowledge of City of Ashland policies, practices, objectives, and operations principles and practices of local government program development and administration; methods and techniques of supervision, training and motivation; applicable federal, state and local laws, codes and regulations; occupational hazards and standard safety practices procedures and techniques of maintaining effective public relations; techniques and practices employed in interviewing, researching and writing material publication. SPECIAL REQUIREMENTS License: Possession of valid Oregon driver's license and insurable driving record. KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of: Principles and practices of modern public administration, and department-specific methods, procedures, policies and regulations. Public budgeting, procurement and fiscal management. Social media tools and current strategies. Principles of financial, statistical, procedural and methods analysis. Well-developed writing skills to prepare complex project reports and technical or procedural documents. Principles and practices of customer service. Programs, goals, and purpose of City Administration. English grammar, spelling, vocabulary, and punctuation. Ability to: Exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations. Quickly master complex and diverse subject matter Maintain high visibility and good public relations with the community, department heads, City Officials, employees and special interest groups. Understand and analyze an array of oral and written statements referring to municipal problems and present and discuss them with others. Work independently or as part of a team; work efficiently under stressful situations; work in a positive and cooperative manner with others. Use computers and standard business software. Prepare and analyze statistical data, tables, and charts. Maintain confidentiality of documents, materials, and information. Locate, identify, and correct inaccurate or incomplete information. Communicate high-level concepts and procedures effectively, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. APPLICATION AND SELECTION PROCESS: Please apply ONLINE at www.ashland.or.us A completed City application must be filed online with the Personnel Office before the deadline shown above and may be supplemented with a resume of work experience. Resumes are NOT accepted in lieu of a completed City application. Resumes received without a completed City application will not receive a response from the Personnel Department. Following a review of the applications, a limited number of the most highly qualified applicants may be invited via email to proceed further in the selection process. Those not selected for interview will be notified in email (no phone calls please). The applicant selected must provide, at the time of employment, appropriate documentation of citizenship, as required by the immigration and Naturalization Act of 1986. A thorough background investigation will be completed on the candidate selected for hire. The City of Ashland will make reasonable accommodations for the disabled. Individuals with disabilities requiring accommodation in the application or testing process MUST inform the Personnel Office of the City of Ashland, in writing, no later than the final filing date as stated on the job bulletin. Applicants needing such accommodations should document the request, including an explanation as to the type and extent of accommodations needed to participate in the selection process. APPLICATIONS MAY BE FILED ONLINE AT: Position #2018 Comm Mgr. hip://www.ashland.or.us COMMUNICATIONS AND CIVIC ENGAGEMENT MANAGER HC 20 E. Main Ashland, OR 97520 (541) 552-2110 Iehnerzm(&ashland.or.us Communications and Civic Engagement Manager Supplemental Questionnaire * 1. Do you have a current and valid Driver's License, proof of Motor Vehicle Insurance and acceptable driving record? ❑ Yes ❑ No * 2. Please describe your professional experience in the communications field: ❑ I have worked in local government. ❑ I have worked in public relations. ❑ I have worked in project management and development. ❑ I have worked in program management and development. ❑ None of the above. * 3. Please complete the following question by checking all that apply: I have administrative experience in: ❑ Managing multiple phone lines ❑ Ability to research and prepare information and reports efficiently and confidentially ❑ Detail oriented and confidential data entry ❑ Excellent customer service ❑ None of the above * 4. Please complete the following question by checking all that apply: I have experience in: ❑ Outlook ❑ Microsoft Word ❑ Excel ❑ Powerpoint ❑ Publisher ❑ None of the above * 5. Please describe your Customer Service experience: ❑ I did not work directly with customers ❑ I interacted with customers over the phone only. ❑ I interacted with customers over the phone and occasionally face to face. ❑ I interacted with customers both over the phone and face to face often during every shift. * 6. What is the highest level of education you have completed? ❑ Bachelors degree or higher ❑ Associates degree ❑ Some College ❑ High School Diploma/GED Certificate ❑ None of the above * 7. Please describe your college education emphasis by checking all that apply: ❑ Public Administration ❑ Business ❑ Governmental relations ❑ Journalism ❑ Public Relations ❑ A related field not listed above ❑ None of the above * 8. Are you available to attend and work evening meetings each month? ❑ Yes ❑ No * 9. Please describe your writing experience: ❑ I have experience writing business letters and correspondence ❑ I have experience writing memos, notices, agendas ❑ I have experience taking and transcribing Meetings Minutes ❑ I have experience writing grants ❑ I have no experience in workplace related writing * 10. My writing skill level is best described as: ❑ None: I have no workplace experience that demonstrates business writing skills. ❑ Basic: I have had some workplace experience and possess the general ability to use grammar and punctuation correctly and proofread basic written materials. ❑ Advanced: I have had workplace experience and some formal training and possess the general ability to write clear, grammatical, well-structured communications, with ability to recognize audiences, tailor content and proofread reports and correspondence.. * 11. Please describe your experience preparing and administering departmental, program and project grants: ❑ 2 or more years ❑ Less than 2 years ❑ I have no experience preparing and administering departmental, program and project grants. * 12. Please describe your experience preparing and administering departmental, program and project budgets: ❑ 2 or more years ❑ Less than 2 years ❑ I have no experience preparing and administering departmental, program and project budgets. * 13. Please describe your experience using social media in a professional work environment as an essential function of employment. * Required Question I