121922 Work Session Meeting Packet
CITY COUNCIL
WORK SESSION MEETING
New Hope City Hall, 4401 Xylon Avenue North
Northwood Conference Room
Monday, December 19, 2022
6:00 p.m. - dinner
6:30 p.m. - meeting
Mayor Kathi Hemken
Council Member John Elder
Council Member Andy Hoffe
Council Member Michael Isenberg
Council Member Jonathan London
1. CALL TO ORDER – December 19, 2022
2. ROLL CALL
11. UNFINISHED & ORGANIZATIONAL BUSINESS
11.1 Discussion regarding options for the City Council to consider in filling the city
manager vacancy
12. OTHER BUSINESS
13. ADJOURNMENT
I:\RFA\HR & Admin Svcs\Human Resources\2022\2022 Worksessions\12192022 Worksession\11.1 Discussion on Filling City Manager Role.docx
Request for Action
December 19, 2022
Approved by: Tim Hoyt, Acting City Manager
Originating Department: City Manager
By: Tim Hoyt, Acting City Manager
Rich Johnson, Director of HR/Admin Services
Agenda Title
Discussion regarding options for the City Council to consider in filling the city manager vacancy.
Requested Action
Staff requests the City Council review, consider, and provide direction on how it would like to proceed in
filling the vacancy following former City Manager, Kirk McDonald’s retirement.
Background
At the March 7, 2022 work session, the City Council met with two recruitment firms to learn about their
processes of recruiting for a city manager. At the same work session, the City Council interviewed two
internal candidates and agreed to appoint Tim Hoyt as Acting City Manager for a trial period (June 2 to
December 1, 2022).
At the March 28 council meeting, Resolution No. 2022-37 was adopted appointing Tim Hoyt as Acting City
Manager for a six-month trial period (June 2 – December 1, 2022). Subsequently, on April 25, 2022, Resolution
No. 2022-54 was adopted approving a Memorandum of Understanding outlining the conditions for Hoyt to
serve as Director of Police and Acting City Manager for the six-month trial period (June 2 – December 1,
2022).
At the November 21, 2022 work session the City Council agreed to extend the above-mentioned MOU which
was set to expire on December 1, 2022 for two additional months. The MOU will now expire February 1, 2023.
Discussion
At this evening’s work session, staff would like to present several options for Council’s consideration. These
include but are not limited to:
a) Retain a firm to conduct an external recruitment process to fill the city manager vacancy
o This would likely take four to five months
If the City Council chooses this option, the current arrangement could be continued
until the position is filled if agreeable to all parties
b) Fill the city manager vacancy internally
If the City Council chooses this option, the current arrangement could be continued
until the position is filled if agreeable to all parties
c) Fill the role internally by creating a Director of Police/City Manager position
With each of the above options, there are several items to consider, including but not limited to:
• Which option is in the best interest of all stakeholders
• The cost of the various options
• The City Council’s desire/level of comfort in implementing an atypical position of city leadership
Agenda Section Work Session
Item Number
11.1
Request for Action, Page 2
Discussion (Continued)
• Combined Role:
o Although to the best of staff’s knowledge no other city in Minnesota has had a city
manager/police chief (other than temporarily), it is worth noting the City of New Hope
has implemented the following “combined” roles successfully:
o City Clerk/Treasurer
o Contract Manager/Forester
o Director of Human Resources and Administrative Services
o Human Resource Specialist/Information Technology Coordinator
o Stormwater Specialist/Project Coordinator
• Current Environment:
o The combined model has been in place for more than six months and has operated efficiently
with all police chief and city manager responsibilities met
o Overall, New Hope staff has been supportive of the current arrangement
o A very experienced management team is currently in place (cumulatively, more than 75 years
of experience in their current roles and 125+ years with the city)
o Although turnover of the management team is inevitable, there are individuals serving in
roles that will most likely vie for these roles when incumbents retire
• Additional Information:
o During initial discussions regarding the possibility of a combined role, staff indicated a
reorganization of the police command staff would be needed. After reconsideration and with
the current structure proving to be successful, it is likely implementing the role of deputy
police chief will not be needed.
When a vacant position occurs in the city, staff first evaluates whether the position should be filled in its
current capacity, modified in some way, or not filled at all. Staff strongly encourages the City Council to
conduct a similar exercise with this vacancy. It is important to keep in mind that if the Council elects the dual
role at this time, it does not necessarily mean this configuration will continue if/when Hoyt retires. It is
simply an option that presents itself at this point in time with the staff that is in place.
Staff would like to emphasize that this is a City Council decision and staff’s role is strictly to provide
information. It is imperative that a respectful, meaningful dialogue of the City Council occur where
everyone’s viewpoint is heard and acknowledged.
Staff will walk-through the attachments with the City Council in an effort to begin this discussion.
Attachments
• 2022 City Manager Salary Survey
• Costs for Council’s Consideration
Compensation of City Manager/Administrators in New Hope's Comparable Group for 2022
City Pop.Tenure
Cost of
Compensation
(Incl. Salary,
PERA, Soc.
Sec., Deferred
Comp, Car
Allowance)
Annual
Salary
Health
Insurance (only
dollar amount
greater than
that of typical
Non-rep EE)
Employer Paid
Retirement
(PERA) or
Deferred
Compensation
Amount
Employer
Paid Social
Security
Amount
(6.2%)
Employer Paid
Retirement/Deferred
Compensation Amount
Description
Car Allowance
(annual)
Brooklyn Center 31,006 2021 182,607.00 155,000.00 -11,625.00 9,982.00 7.5% PERA 6,000.00
Columbia Heights 18,361 2014 190,965.88 159,075.00 -16,930.63 10,160.25 7.5% PERA + $5,000 Deferred
Comp 4,800.00
Crystal (2023 Rate)22,014 2023 200,299.20 170,000.00 -12,750.00 10,949.20 7.5% PERA 6,600.00
Fridley 26,347 2013 211,478.27 178,161.98 -22,270.25 11,046.04 7.5% PERA+5% Into a Retiree
Health Savings Plan Mileage Reimb.
Golden Valley 22,000 2015 210,541.68 180,689.60 -13,551.72 11,500.36 7.5% PERA 4,800.00
Hopkins 18,382 2011 216,925.73 185,744.00 -13,930.80 11,850.93 7.5% contribution 5,400.00
New Brighton 22,321 2020 179,786.99 158,124.00 -11,859.30 9,803.69 7.5% PERA Mileage Reimb.
Richfield 35,724 2019 190,828.49 168,883.00 -11,474.74 10,470.75 7.5% PERA Mileage Reimb.
Robbinsdale 14,468 2022 160,464.96 140,000.00 -11,412.96 9,052.00 7.5% PERA 6,000.00
South St. Paul 20,180 2022 188,149.94 166,419.00 -11,412.96 10,317.98 PERA Mileage Reimb.
West St. Paul 19,746 2021 195,997.63 167,898.00 -12,592.35 10,707.28 7.5% PERA 4,800.00
White Bear Lake 24,883 2021 173,998.20 150,000.00 -$10,875 9,523.20 7.5% PERA 3,600.00
AVERAGES:22,953 3.6
Years 191,837.00 164,999.55
(Kirk's Salary @
Retirement)20,718 2007 214,913.47 189,018.00 -14,176.35 11,719.12 7.5% PERA Mileage Reimb.
Hoyt in Temp. Role
(2023 Rate)20,718 2022 189,976.04 161,407.00 -28,569.04 -17.7% PERA
(No Social Security)City Vehicle
Hoyt in Combined
Role (2023
Rate???)*
20,718 2022 200,090.00 170,000.00 -30,090.00 -17.7% PERA
(No Social Security)City Vehicle
* This rate is for discussion purposes only as it would need to be negotiated between the City Council and Hoyt.
G:\City Manager\Human Resources\Budget Stuff\2023 Budget\City Manager Info\2022 City Manager Salary Survey 12152022
Costs for Council's Consideration Regarding City Manager Vacancy
Current
Situation:
Hoyt serving in interim blended city
manager/director of police role (Police
PERA)
2023 Salary PERA Soc. Security Cost
17.7%6.20%
(Interim) Police Chief/Acting City Manager 161,407.00$ 28,569.04$ -$ 189,976.04$
Director of Police -$ -$ -$ -$
161,407.00$ 28,569.04$ 189,976.04$
Option 1:
Council appoints Hoyt to blended city
manager/director of police role (Police
PERA)
2023 Salary PERA Soc. Security Cost
17.7%6.20%
City Manager/Director of Police*170,000.00$ 30,090.00$ -$ 200,090.00$
*(This rate is for discussion purposes only)
Director of Police -$ -$ -$ -$
170,000.00$ 30,090.00$ 200,090.00$
Option 2:
Hoyt returns to director of police; city
manager is recruited
2023 Salary PERA Soc. Security Cost
7.5%6.20%
City Manager 176,600.00$ 13,245.00$ 10,949.20$ 200,794.20$
(Used rate Crystal hired City Mgr. at + $6,600 Car Allowance)
2023 Salary PERA Soc. Security Cost
17.7%6.20%
Director of Police 149,508.76$ 26,463.05$ -$ 175,971.81$
Outside Recruitment Firm 23,000.00$
326,108.76$ 39,708.23$ 10,949.26$ 399,766.01$