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011223 Special Work Session Meeting Packet CITY COUNCIL SPECIAL WORK SESSION MEETING Thursday, January 12, 2023 6:00 p.m. New Hope City Hall 4401 Xylon Avenue North Northwood Conference Room Mayor Kathi Hemken Council Member John Elder Council Member Andy Hoffe Council Member Michael Isenberg Council Member Jonathan London 1. CALL TO ORDER – January 12, 2023 2. ROLL CALL 11. UNFINISHED & ORGANIZATIONAL BUSINESS 11.1 Presentations by recruitment firms for city manager position 11.2 Discussion regarding continuation of Memorandum of Understanding between Tim Hoyt and the City of New Hope for Director of Police and Acting City Manager 12. OTHER BUSINESS 13. ADJOURNMENT I:\RFA\City Manager\2023\City Mgr Vacancy\11.1 Recruitment firms 1.12.23.docx Request for Action January 12, 2023 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 Presentations by recruitment firms for city manager position Requested Action Staff recommends that the City Council receive the presentations by recruitment firm(s) to conduct the search for the city manager position. Background On February 1, 2022, former city manager Kirk McDonald announced his plan to retire on June 1, 2022. At the work session of February 22, 2022, staff submitted proposals from four recruitment firms (Baker Tilly, DDA Human Resources, Inc., Gov HR USA, and Mercer Group Associates). On March 7, 2022, the City Council conducted interviews with internal candidates and two recruitment firms: Baker Tilly and Mercer Group Associates. On March 28, 2022, Council appointed Tim Hoyt as acting city manager. A special council meeting was held January 3, 2023, to discuss filling the city manager vacancy since Hoyt informed Council that he no longer planned to pursue the city manager position. Council discussed options to fill the vacancy including utilizing the services of Baker Tilly. Staff was directed to research available recruitment firms and invite them to a special meeting on January 12, 2023. Following the January 3 meeting, staff reached out to several firms: • DDA Human Resources, Inc. is available (handled Crystal’s city manager search) • Baker Tilly signed agreements with other agencies for recruitment services and is unavailable • Craig Waldron is unavailable (managed Robbinsdale’s search) • GovHR USA - awaiting a response As of this writing, only one firm, DDA Human Resources, Inc., has committed to attending the January 12 meeting. The DDA consultant that handled Crystal’s search was Mark Casey. The DDA consultant for New Hope would be Pat Melvin. There is a possibility that GovHR USA may also be available on January 12. Action Following presentation(s), Council should consider selection of a recruitment firm to initiate the recruitment process (the five-month timeline submitted by DDA is included in their proposal). Agenda Section Work Session Item Number 11.1 Request for Action, Page 2 Funding The fee for the DDA proposal is $23,000 which covers professional services and all expenses including video interviews, travel, advertising, personality index, intellectual profile, background checks on all finalists and a two-year guarantee. Funds for the recruitment firm are available in the 2023 City Manager budget. Attachments • Proposal by DDA Human Resources, Inc. Wayzata Office: 3620 Northome Ave Wayzata, MN 55391 (612) 920-3320x116 | fax: (612) 605-2375 pat@daviddrown.com www.ddahumanresources.com January 8, 2023 Sent via email only Mayor and City Council City of New Hope 4401 Xylon Ave N New Hope, MN 55428 Dear Honorable Mayor Hemken and Members of the Council, Thank you for the opportunity to submit a proposal to assist the City of New Hope with a search for your next City Manager. Our firm has extensive experience with local governments, and we thoroughly understand the complexities faced by Councils and Boards in Minnesota. DDA HR uses a proven, comprehensive process ensuring clients can identify the best candidate for their organization and community. The attached proposal includes several elements that set us apart in our approach to providing this service. Highlights include: • Knowledge: Our firm comprehensively understands county government in Minnesota, and our consultants are former Administrators with significant experience. • Neutral Third Party: We provide a neutral, objective perspective and ensure the process is focused on assisting the Council with finding the best possible fit. If you select DDA, be assured you will not have to deal with political challenges that can creep into the hiring process. • Brochure/Profile: We develop a detailed, professional profile to present the City in the most positive manner. A sample is attached. • Advertising and Outreach: Our advertising and direct outreach is comprehensive and designed to penetrate deeper and reach more potential candidates. Our depth and scope of outreach is unparalleled. • Experience: DDA HR has conducted more Minnesota city and county executive searches in the last five years than any other firm by a wide margin. • Adherence to deadlines: When a deadline is established, we will meet it. • Video Interview: DDA uses video interviews in the screening process to get quality data that may not be apparent on resumes. These videos are used by the elected body to make informed decisions on who to interview. DDA believes that the elected body should pick candidates to interview, not us. We will make sure the elected body has the needed information to make this effective. You know best. • Candidate Communication: Through direct contact and a sophisticated software system, we ensure candidates understand the process and where they stand at all times. Candidates deserve nothing less. • Work Personality Index: Prior to deciding on final candidates, the Council will receive a personality index report on each person being considered for an interview. • Background Check Process: Instead of doing a comprehensive background check on a single finalist, we do a comprehensive background and reference check on all finalists interviewed by the City Council. • Intellectual Profile: Each finalist will complete an intellectual profile measuring verbal reasoning, mathematical and logical reasoning, and overall mental aptitude. • All Inclusive Pricing: Costs for all the services we provide are included. No surprises with us. • Two-year Guarantee: We include a two-year guarantee because we use a proven process that you can trust. Thank you for your consideration. Sincerely, Pat Melvin Patrick Melvin DDA Human Resources, Inc. Enclosures CITY OF NEW HOPE City Manager Search Proposal Submitted by DDA Human Resources, Inc. January 8, 2023 Prepared by: Pat Melvin Management Consultant CITY OF NEW HOPE | City Manager Search Proposal CONTENTS OF THE PROPOSAL ■ Description of the Firm ■ Process Details ■ Approach to the Process ■ Fees ■ Service Team ■ Assurance ■ Timeline ■ References DESCRIPTION OF THE FIRM Proudly based in Minnesota, David Drown Associates (DDA) is a full-service consulting firm with more than 20 years working with local governments providing a full range of fiscal and economic development services, along with compensation and classification services and executive searches, to over 450 government clients throughout Minnesota. Over these years, we have gotten to know local government well, and we have worked hard to keep our services up to date to meet the ever-changing needs of our clients. In 2013, we expanded our scope to provide human resources services — we started with executive recruitment and organizational studies and more recently added classification and compensation studies. Because of growth in our human resource service area, a new human resource affiliate company was created in 2017. DDA Human Resources Inc. currently employs eleven individuals serving cities, counties, and special districts throughout Minnesota. The majority of our consultants are recent practitioners having served as Administrators or Human Resource Managers. We have provided executive search services to over 100 cities and counties throughout Minnesota. Therefore, we understand the current challenges, know hundreds of potential candidates, and have our finger on the pulse of hiring local government leaders anywhere in the state. We take great pride in providing the best service at a fair and equitable price. We think you will find that our small company is nimble, efficient, and personable. We know and understand local government, and that will always guide our work. APPROACH TO THE PROCESS Our approach to this search will be to focus on finding the best fit for the City of New Hope. This is accomplished, first and foremost, by listening to what you are saying, understanding your goals and objectives, and building the search process from that foundation. After gathering background information, we comprehensively advertise the position and make sure that the posting gets into the hands of prospective candidates. In some cases, those persons are not active job seekers, so we will make every effort to find those folks through direct outreach efforts. After the posting closes, an analysis of candidates will be completed so that, when the semifinalists are presented to the Council, you will be confident that these people are the best matches from the submitted applications. After the Council selects the finalists, these candidates will be fully researched, and all necessary hiring information will be available prior to the Council decision. Communication with the Council is a high priority. In addition to our Consultant Pat Melvin being on site regularly, the Council will receive weekly email updates, and he will always be available for questions. CITY OF NEW HOPE | City Manager Search Proposal SERVICE TEAM PAT MELVIN – PROJECT LEAD Pat joined DDA as a Management Consultant specializing in Executive Search Services. He has a Government and Management Degree from Saint John’s University and a Public Administration Studies master’s degree from the University of Minnesota – Mankato which he earned while working for the City of Edina. Pat grew from being the Special Projects Administrator in Wright to becoming the Administrator in McLeod County and has city experience serving as City Administrator in the Cities of Arlington and Minnetonka Beach. While working in county and city government, Pat has been involved in numerous aspects of local government including policy development, budgeting, human resources (including recruiting), payroll, benefits and workplace investigations, capital improvement plans, contract negotiations, grievance settlements, and managed a group self-insured health insurance plan. Pat enjoys working with a team of individuals to establish goals, address concerns, and build upon success Pat will be the lead Consultant on this project. Contact Information: pat@daviddrown.com 612-920-3320 x116 3620 Northome Ave Wayzata, MN 55391 GARY WEIERS Prior to joining DDA in 2013, Gary had over 20 years of county government management experience, the last 11 years as County Administrator in Rice County. Prior to becoming Administrator, Gary served as the Social Service Department Director in Rice County and worked as a Social Service Supervisor in Mower County and Sherburne County. Gary received his bachelor’s degree from the University of St. Thomas and has honed his skills by working his way up from an entry level social worker position to be the head of a $50 million organization with over 350 employees. Gary has worked with local governments ranging in size from a couple thousand residents to communities of over 1 million residents. In addition to conducting executive searches, Gary has done work with communities on sharing services, organizational analysis, strategic planning, and other management related work. Gary has conducted over 80 executive searches and numerous organizational studies. Gary will assist with recruitment and consulting as needed. Contact Information: gary@daviddrown.com 612-920-3320 x109 1327 Merrywood Court Faribault, MN 55021 CITY OF NEW HOPE | City Manager Search Proposal LIZ FOSTER Liz is an Assistant Consultant that provides support and assistance within our Human Resources Division. Since joining DDA in 2015, Liz has been involved in numerous executive searches and other HR projects. Some of Liz’s duties include community research, creating position profiles, assembling interview materials for our clients, and providing general administrative support to our consultants. Contact Information: liz@daviddrown.com 612-920-3320 x108 704 10th Ave SE Austin, MN 55912 LIZA DONABAUER Liza came to DDA with both private and public-sector experience. With a background in construction and finance administration, her passion for public sector work led her to Wright County where she provided support to the HR Department, County Coordinator, and Commissioners. While pursuing her MBA, Liza entered city management for Clearwater, Kansas, and then later moved to Arlington, Minnesota. During her four years in Arlington as a City Administrator, she completed a reorganization of the administration department, developed an orientation and capital planning process for two new councils, conducted compensation studies for several departments, engaged in a strategic planning session, and took part in developing a leadership curriculum for up-and-coming leaders in Sibley County. Her work has centered on human resource management, strong community participation, and leadership development. Liza enjoys working with colleagues throughout the state through her involvement in MCMA, a state affiliation of ICMA. She currently serves on the MCMA Women in the Profession Committee and Annual Conference Planning Committee. Since joining DDA, Liza has conducted over 30 Administrator/Manager and Department Director searches. Liza will assist with recruitment and consulting as needed. Contact Information: liza@daviddrown.com 612-920-3320 x111 4796 Merganser Drive St. Bonifacius, MN 55375 CITY OF NEW HOPE | City Manager Search Proposal MARK CASEY Mark joined DDA as a Management Consultant specializing in executive searches, strategic planning, and organizational consulting in the Twin Cities metropolitan area. In his thirty-three years of public service, Mark has served as the City Manager for the City of St. Anthony Village, City Administrator for the City of Annandale, and Director of Community Education for both the Annandale and Maple Lake school districts. He also worked for the Cities of Faribault, Saint Peter, and Columbia Heights. Mark received his undergraduate degree from the University of Minnesota and a master’s from St. Cloud State University. He has served on numerous boards and commissions including the League of Minnesota Cities, Metro Cites (President), Metro Area Management Associa tion, and the Allina Hospital Board of Directors (Buffalo, MN), and he has been a frequent guest lecturer at the University of Minnesota, Hamline University, and Metro State University. Mark will assist with recruitment and consulting as needed. Contact Information: mark@daviddrown.com 612-920-3320 x113 2241 17th Street NW New Brighton, MN 55112 CITY OF NEW HOPE | City Manager Search Proposal TIMELINE This timeline is tentative. The final timeline will be set after the Council’s decision to proceed. *Dates highlighted require Council participation ITEM TASK COMPLETION DATE Decision by Council to proceed January 12, 2023 Information gathering ▪ Gather all pertinent background information ▪ Gather salary information and review job description ▪ Meet with staff, stakeholders, and Council January 23, 2023 Professional position profile Develop position profile and advertisement February 6, 2023 Approve position profile Council approves profile, job description, salary range, and hiring process February 13, 2023 Candidate recruitment ▪ Post position immediately upon approval of profile ▪ Comprehensively advertise ▪ Email and phone calls to prospective candidates February 14, 2023- March 14, 2023 Screening of applicants DDA will review and rank applicants based on job related criteria and select semifinalists March 15, 2023 Personality Index DDA will administer a work-related personality index to all semifinalists April 2, 2023 Video interview Each semifinalist will complete a video interview April 2, 2023 Selection of finalists ▪ Council selects finalists for interviews ▪ DDA will notify candidates not selected as finalists April 10, 2023 Background check of all finalists Includes: ▪ Criminal background: county, state, national ▪ Sex offender registry ▪ Social Security number verification ▪ Education verification ▪ Credit check April 24, 2023 Reference check on all finalists DDA will conduct reference checks with current and former employers on all finalists April 24, 2023 Intellect profile DDA will administer an intellect profile measuring verbal reasoning, mathematical and logical reasoning, and overall mental aptitude. April 24, 2023 Finalist packet DDA will provide the Council information including: ▪ Summary of references ▪ Results of background checks ▪ Personality index reports ▪ Video interview ▪ Resumes, etc. April 25, 2023 Interviews DDA will prepare all interview materials and be present at all interviews and other functions. May 2, 2023 Special Meeting Decision Council will select candidate for offer May 2, 2023 Offer and agreement DDA will negotiate agreement with selected candidate May 5, 2023 Projected start date New Manager begins June 2023 Follow up DDA will follow up periodically with the new Manager June 2024 CITY OF NEW HOPE | City Manager Search Proposal PROCESS DETAILS STEP 1 : INFORMATION GATHERING DDA will gather and assemble background information pertaining to the organization and position. In addition, Pat will meet with the Council to discuss candidate attributes, experience, and other important qualifications. Others will be interviewed as per the direction of the organization. At the same time, the job description will be reviewed and, if needed, we will gather relevant comparative salary information for consideration by the Council. We will quickly develop a comprehensive understanding of the organization, community, and position. Deliverables: ■ In-person information gathering via interviews with the Council and others ■ DDA receives information from the organization such as organizational chart, logos/images, budgets, existing job description, etc. STEP 2 : DEVELOPMENT OF POSITION PROFILE Based on the information received from the Council and others, DDA will develop a professional position profile that is customized to present the City of New Hope in the most positive manner and provides prospective candidates with meaningful information. A draft will be presented to the Council for consideration and approval prior to advertising. Deliverables: ■ Draft profile sent to Council for approval ■ Review and approval of job description and salary range by Council ■ Review and approve proposed search timeline for purposes of advertisement and scheduling STEP 3 : ADVERTISEMENT AND RECRUITMENT DDA will comprehensively advertise the position and make direct contact with possible candidates who are not active job seekers. Some of the places the position will be advertised include League of Minnesota Cities, GovernmentJobs.com, Association of Minnesota Counties, National Association of County Administrators, National Association of Counties, ICMA, South Dakota Municipal League, Iowa League of Cities, League of Wisconsin Municipalities, the Universities of Minnesota, Iowa, Wisconsin, South Dakota, and Nebraska, as well as the Minnesota Private Colleges Consortium and other Minnesota and regional state colleges. Beyond our traditional advertising sites, our advertising also penetrates diverse markets such as Woman Leading Government (WLG) and International Network of Asian Public Administrators (I-NAPA). We also utilize advanced recruiting efforts on LinkedIn’s robust recruiter platform. This platform offers us the use of advanced recruiting filters and provides us with access to and 100% visibility of the more than 850 million LinkedIn users. The simple DDA online application process will be used unless the organization prefers to use an existing methodology. Our online application system enables us to efficiently manage applicant flow, and corresponding reference information, and allows us to communicate with each applicant quickly and effectively. We are known for our communication with both the applicant and our client which engages and informs both parties of each step. Our system also allows us to access, review, and evaluate thousands of prior applicants who may not be actively seeking a job but who may be open the “right opportunity.” CITY OF NEW HOPE | City Manager Search Proposal Deliverables: ■ Advertising outreach begins with posting on identified websites and social media platforms ■ Direct contact through established professional network ■ We utilize our database of identified prospective candidates to contact via email or phone call STEP 4 : INITIAL SCREENING AND REVIEW DDA will complete a comprehensive analysis of every application received and determine approximately 8 -12 semifinalists based on job related criteria to complete a video interview. Our clients have most notably been pleased with the video interview component of our process. Video interviews allow our clients to determine whether they see the candidate as a good prospect for a final interview and gain additional insight on the candidate’s education, experience, personality, as well as their ability to think on their feet, all of which has been said to help lay the foundation for the final interview process. Access to, and viewing of, this information is as simple as clicking on a link from the individual client’s laptop, phone, or smart device in a location and at a time that is convenient for them. Candidate confidentiality when the Council is deliberating is maintained by assigning and referring to each semifinalist candidate as a number. Candidates are considered public once they are chosen as a finalist. Each semifinalist would also complete an information disclosure and a work-related personality index. About one week prior to selecting finalists for interviews, the information disclosure, video interview, personality index, cover letter, and resume from each of the semifinalists will be made available to the Council for viewing. This will allow the Council ample time to comprehensively review candidates prior to determining who to bring in the for the final interviews. Upon reviewing this introductory material, DDA will then assist the Council in selecting its finalists for final interviews. After the Council selects finalists, those not selected as finalists will be notified by DDA. Deliverables: ■ List of approximately 8-12 semifinalists with cover letter, resume, and video interview ■ Results of personality assessment ■ Results of information disclosure that provides insight about conduct that could be viewed as impacting one’s ability to perform the requirements of this leadership role ■ Confirm interview schedule and logistics ■ DDA will contact those not selected STEP 5 : SELECTION After the Council selects finalists, DDA will complete comprehensive background screenings including criminal history, civil court history, verification of education, driver’s license review, credit check, and other items. Along with background checking all finalists, DDA will conduct character references with current and former supervisors to discuss various work responsibilities, projects, initiatives, leadership style, personality characteristics, etc. In addition, DDA will administer an intellectual profile measuring verbal reasoning, mathematical and logical reasoning, and overall mental aptitude. Approximately one week prior to the final interview process, the Council will have access to each of the candidate’s application materials, video interview, background check results, reference information, information disclosure, a work personality report, and an intellectual profile on each person. Early in the search process, Pat will discuss interview possibilities including leadership staff participation or virtual and/or in-person options for community involvement through a meet and greet event or interview panel, CITY OF NEW HOPE | City Manager Search Proposal stakeholder interviews, individual and/or full Council panel interviews, a community tour, lunch with organization leadership, or other functions. Prior to interviews, Pat will prepare questions and then facilitate all interviews and other activities the Council determines appropriate. Our goal is to make the process smooth and painless so the Council can focus all its energy on finding the right person for the job and minimize staff disruptions to ensure the organization can focus on the tasks at hand. Deliverables: ■ List of 4-6 finalists, confirming interview schedule and logistics ■ Leadership staff interview panel including summary of comments ■ Video Interview ■ Summary of References ■ Results of background checks ■ Personality Index ■ Intellect Profile ■ Information Disclosure ■ Cover letter and resume STEP 6 : OFFER After interviews are complete, Pat will assist the Council with deliberations, and he will facilitate the offer to the selected candidate. Pat will negotiate the terms with the candidate based on the parameters established by the Council. Deliverables: ■ Employment agreement ■ DDA will contact those not selected STEP 7 : FOLLOW UP DDA will make periodic contact with the new Manager for at least the first year of employment. Deliverables: ■ Periodic check in with new Manager and Council representative CITY OF NEW HOPE | City Manager Search Proposal LIST OF SEARCH CLIENTS FROM THE PAST TWO YEARS In addition to the specific references listed on the following page, the City of New Hope is encouraged to speak with any of the entities listed below: Entity Type of Search Entity Type of Search City of Pelican Rapids, MN Administrator City of Crystal, MN Manager City of Hawley, MN Administrator Middle Fork Crow River Watershed Executive Director City of Newport, MN Administrator City of Benson, MN Manager City of Richmond, MN Administrator/Treasurer City of North St. Paul, MN Manager City of Mayer, MN Administrator City of Nowthen, MN Administrator City of North Mankato, MN Administrator City of Spring Park, MN Administrator/Treasurer City of Corcoran, MN Administrator MWMO Executive Director Des Moines Valley HHS Administrator City of Wadena, MN Administrator City of Breezy Point, MN Administrator/Clerk/Treasurer City of Mora, MN Administrator/Utilities GM City of Stillwater, MN Administrator Kitchigami Regional Library System Director City of North St. Paul, MN Manager Morrison County, MN Administrator City of Norwood Young America, MN Administrator City of Winthrop, MN Administrator City of White Bear Lake, MN Manager City of Aitkin, MN Administrator City of Barnesville, MN Administrator Metro-INET Executive Director City of Mahnomen, MN Administrator Kittson County, MN Administrator Nicollet County, MN Administrator Roseau County, MN Engineer City of Watertown, MN Administrator City of Redwood Falls, MN Finance Director City of New Prague, MN Administrator Mahnomen County, MN Administrator Le Sueur County, MN Administrator Jackson County, MN Administrator City of Staples, MN Clerk/Finance Director City of Watertown, SD Manager Waseca County, MN Public Works Dir./Engineer Kittson County, MN Engineer Prairie Lakes Youth Programs Executive Director Hubbard County, MN Administrator City of St. Anthony Village, MN Manager City of Cannon Falls, MN Public Works Director DDA is currently conducting searches for the Cities of Barnesville, Benson, Credit River, Fairmont, Rockville, and Winsted, Minnesota, as well as Dakota Communications Center, the Metropolitan Mosquito Control District, and Roseau County, Minnesota. FEES The fee for the search process is $23,000, payable at the completion of the search. This all-inclusive fee covers professional services and all expenses including travel, advertising, personality index, intellectual profile, background checks on all finalists, etc. If the City of New Hope chooses to offer a travel stipend or reimbursement for expenses of the candidates, that cost is handled directly between the organization and the candidates. DDA would be available to provide input and guidance on this item. CITY OF NEW HOPE | City Manager Search Proposal ASSURANCE If the newly hired Manager leaves the organization within the first 24 months of employment, DDA will complete another search without professional service fees. Only actual expenses will be billed to the organization. REFERENCES Jaci Lindstrom Mayor, City of Minnetonka Beach Phone Number: 612-382-7742 Rich Nagel Mayor, City of Arlington Phone Number: 507-271-1622 Doug Krueger Board Chair, McLeod County Phone Number: 612-756-2855 Jim Elmquist Administrator, Dodge County Phone Number: 952-905-1133 CITY OF NEW HOPE | City Manager Search Proposal Sample Position Profile CITY ADMINISTRATOR Salary Range: $150,207 to $164,865 WELCOME TO STILLWATER and year-round travel destination.Located just outside the Twin Cities of Minneapolis and St.Paul, and on the Wisconsin border,Stillwater, Minnesota,is nestled along the St.Croix National Scenic Riverway,St.Croix Byway,and is part of the North Woods and Waters of the St.Croix Heritage Area. In 1848,the first territorial convention that began the process of establishing Minnesota as a state was held on the corner of Myrtle and Main Street in downtown Stillwater.Stillwater is one of Minnesota’s oldest towns,preceding Minneapolis by years.At the time of incorporation as a city in 1854,Stillwater was the largest in the state. The City of Stillwater is federally recognized as a Preserve America Community,and the downtown Main Street area is nationally registered as the Stillwater Commercial Historic District.In addition, there are 21 buildings on the National Historic Registry and over 100 Heirloom Homes and Landmark Sites. The lumber industry made Stillwater famous at the height of the log boom.In fact,Stillwater Lumber Company is one of the largest lumber mills in the country.The City’s lumber mills turned out thousands of rail cars of timber of mostly white and Norway pines.The City is fortunate to have connections that are needed for successful lumbering:river connections to northern Minnesota,the Wisconsin pine lands,still waters to assemble rafts,and water power.The Historic Lift Bridge,connecting Minnesota and Wisconsin,was built in 1931 and is one of few that still remain in operation in the country today. Today,Stillwater’s rich and vibrant history is evident everywhere you look and is now mixed with modern amenities,restored historic mansions,over 100 owner-operated shops and restaurants downtown,over 20 outdoor dining patios,historic sites,wineries and breweries, paddlewheel cruises,antiques,museums,art galleries,music and events,and much more. Stillwater is truly a premier Minnesota river town! ►America’s Most Picturesque Small Towns ►Best American Towns for Fall Colors ►Best U.S. Towns for Antiquing ►Best Twin Cities Day Trips ►Best Minnesota Weekend Getaway ►Best U.S. Small Town Food Scenes ►Most Romantic Cities WELCOME TO STILLWATER Experience the natural beauty of the St.Croix River,bluffs,and historic architecture while cruising on a boat,taking a trolley tour,or exploring on foot or by bike.Discover the independently owned shops and restaurants along historic Main Street or try anything from candlemaking to golf to kayaking or spas.Winter,Spring,Summer or Fall you’ll find fun festivals,live music,culinary classes,and fabulous lodging options in this dream destination.The City boasts an expansive parks and trails system featuring a dog park,outdoor skating rinks,a skatepark, pickleball courts,a community garden,amphitheaters,and so much more. Lakeview Hospital and HealthPartners Clinic ►Level III Trauma Hospital ►Primary Care,Urgent Care,Specialty Care M Health Fairview Clinic -Stillwater ►Preventative,Diagnostic,Treatment Services Stillwater Area Public Schools ►Enrolls approximately 8,300 students from PreK-12th grade. ►Consists of early learning,seven elementary schools,two middle schools,one high school,an alternative learning center,and Bridge Transition (program for 18-to 21-year- olds with disabilities). St.Croix Catholic School ►Enrolls approximately 428 students from PreK-8th grade. Salem Lutheran School ►Enrolls approximately 157 students from PreK-8th grade. St.Croix Montessori School ►Enrolls approximately 70 students from ages 16 months to 12 years. St.Croix Preparatory Academy ►K-12 charter school. ►Enrolls approximately 1,200 students. New Heights School ►K-12 charter school. ►Enrolls over 100 students. WELCOME TO STILLWATER In the early 1970s,the City's residents and business owners began to encourage the historic preservation of commercial and residential buildings in the community.This movement has gathered momentum,acceptance,and regulatory authority and has been at least partially responsible for recapturing the historical rivertown character of the City's downtown business district.It has also encouraged the maintenance and restoration of historic homes in the City's residential neighborhoods.Many residences,businesses,and shops are housed in buildings more than I00 years old.Downtown Stillwater and eight residential structures are on the National Register of Historic Places.Another 61 homes are estimated to be eligible for the National Register of Historic Places.A number of the City's older homes have been restored to their historical character and are open for public tours.In addition,a substantial downtown infrastructure improvement project was completed in 1991 and 1992,which included the separation and replacement of the 100-year-old storm sewer and sanitary sewer systems,new streets and sidewalks,and new street lighting.This restoration and preservation movement has generated a significant tourist trade that is important to the City's economy. The City's 2040 Comprehensive Plan calls for continued growth of the City toward the west.An undeveloped area encompassing approximately 670-acres was annexed into the City in 2015.Of this area,340 net acres are guided for residential development.At build-out,this expansion area could yield approximately 1,300 housing units,60-acres of office and non-retail commercial property along State Highway 36,and five acres of retail.Ten residential developments are currently under construction with the potential for another 125 home sites.The estimated price points for these single-family homes range from under $350,000 to over $700,000.A commercial mixed-use development is proposed on a 35-acre site recently annexed into the City at the SE corner of the intersection of Hwy 36 and Manning Avenue. The City has recently completed development/redevelopment activities in the downtown area:the opening of two new hotels and a hotel addition to a third hotel in downtown,MnDOT rehabilitation of the historic Lift Bridge completing a pedestrian/bike recreation Loop Trail from downtown into the State of Wisconsin south to the new St.Croix Crossing bridge and trail back to downtown completed in 2020 ,sidewalk improvement projects in the downtown area,riverbank improvement and elevated walkway project along the St.Croix River from downtown south to City limits to be completed in 2022,and Chestnut Street Pedestrian Plaza project from Main Street to the historic Lift Bridge to be completed in 2022.Additionally,the City has recently approved the redevelopment of one City block to accommodate 61 market-rate rental apartments in the downtown core. The St.Croix River Crossing Bridge project (a joint $680 million project between Minnesota and Wisconsin)is complete and opened to traffic in August 2017.The historic downtown Lift Bridge was recently refurbished as a pedestrian/biking trail and opened to the public in 2019. WELCOME TO STILLWATER The City of Stillwater has been a municipal corporation with a Mayor – Council form of government since 1854 and is organized and governed pursuant to a Home Rule Charter adopted in 1926.The Council is composed of a Mayor,who is elected at large,and four Council members who are elected by wards.Each Council member is a resident of the ward from which they are elected and serves a four-year term.The Mayor also serves a four-year term. To provide the community with a quality living environment and quality public services and facilities while protecting cultural, historical, and natural resources through fair and open government, careful planning, effective management, and efficient fiscal policy. The Council is the governing body of the City and exercises the corporate power of the City.The Council is vested with all powers of legislation in municipal affairs adequate to a complete system of local government consistent with the Constitution and laws of the state. The City Administrator is the Chief Executive Officer for the Council and plans,coordinates,and directs the administration of city government in accordance with the City Charter,ordinances, policies,and procedures established by the City Council. The City boasts a well-run government and employs 95 full-time and 58 part-time staff. WELCOME TO STILLWATER General Government 2021 Adopted 2022 Proposed Mayor & City Council 167,710 198,950 Elections 20,380 56,127 MIS 391,585 662,902 Finance 537,093 530,248 Human Resources 280,944 286,716 Administration 665,959 749,983 City Attorney 192,084 203,105 Plant/City Hall 348,074 336,221 Community Development 466,624 492,920 Unallocated 1,251,875 1,097,200 Lodging Tax 160,696 270,485 Total 4,483,024 4,884,857 Public Safety 2021 Adopted 2022 Proposed Police 3,904,881 4,261,648 Fire 2,213,662 2,316,008 Building Inspections 459,242 495,296 Emergency Management 3,280 12,780 Total 6,581,065 7,085,732 Public Works 2021 Adopted 2022 Proposed Engineering 398,193 3,999,365 Streets 1,290,073 1,370,520 Washington County Recycling 32,000 120,406 Total 1,720,266 1,890,291 Culture and Recreation 2021 Adopted 2022 Proposed Special Events 75,800 60,000 St. Croix Valley Rec Center 1,725,321 1,683,815 Library 1,428,083 1,560,106 Parks 1,226,844 1,413,181 Community Beautification 15,000 15,000 Total 4,471048 4,732,102 Total Operating Expenditures 17,255,403 18,592,982 WELCOME TO STILLWATER ►The Administrator serves as the Chief Administrative Officer for the Council and coordinates the administration and supervision of all City departments, divisions, programs, and activities as authorized by the City Council. ►Develops and recommends adoption of policies that further the goals of the City Council. Advises department heads and other employees as to administrative procedures and policies. Evaluates performance and results of programs and services in accordance with overall City objectives and makes appropriate recommendations. ►Responsible to the City Council for the effective management of City funds and assets to ensure effective investment of available funds; coordinates and directs department heads in the development, presentation, and administration of the annual operating budget. ►Prepares and submits the annual budget and long-range capital improvement program to the City Council including supporting documents. ►Develops and evaluates financial and accounting policies, practices, procedures, and controls relating to the overall financial management of the City. ►Responsible to the City Council for planning and the carrying out of all capital improvement projects and service programs; serves as chief project and program director for the City. ►Coordinates with department heads to ensure effective utilization of employees; authorizes salary adjustments, appointments, firings, promotions, and demotions of all regular full-time, regular part-time, and consulting personnel; oversees employee development. ►Recommends the appointment, suspension, or removal of all department heads. ►Represents the City in collective bargaining matters and negotiates, or delegates the negotiation, with representatives of employee organizations as necessary. ►Makes recommendations to the City Council regarding any changes to the organizational structure of the City. ►Engages in intergovernmental relations and collaborative partnerships with other cities and public and private organizations. ►Represents the City in local, regional, and state meetings and functions as directed by the City Council. ►Attends all meetings, performs all reasonable tasks, and furnishes all verbal and written reports as assigned by the City Council. ►Serves as City Treasurer and Deputy City Clerk as required. ►Performs other work as required. WELCOME TO STILLWATER ►Professional, high integrity, honest, and open. ►Strong ethical behavior. ►Leadership skills -anticipates important policy issues and develops sound solutions. ►Follow-through –ability to implement and revisit initiatives. ►Create and support a positive work environment. ►Visible community engagement presence and ability to manage community engagement as necessary. ►Models quality customer service. ►Collaboration –develops alliances that add effectiveness, resources, and perspective. ►Is comfortable leading at all levels of the organization. ►Sense of humor. ►Forges a strong leadership with the Council. ►Educates, informs, and works with the Mayor and City Council as a team. WELCOME TO STILLWATER ►Facilitate City Council Strategic Plan Workshop –engage consultant in summer 2022 to facilitate a Strategic Plan update; allocate resources to implement programs consistent with strategies; engage facilitator to finalize branding strategy and logo update. ►Excellence in organizational development; continue engagement with department heads and staff. ►Legislative Agenda –continue to monitor pending legislation impacting the City; work with City Council to develop legislative priorities including possible special legislation for optional City sales tax, schedule meetings with City’s state legislators. ►Emotional intelligence in self-management, self-awareness, social awareness, and relationship management ►Continue efforts to develop comprehensive analysis and future recommendations for leased and licensed City properties for City Council consideration. ►Work with Emergency Management Director to update City Emergency Operations Plan (EOP) including Continuing of Government (COG) and Continuity of Operations (COOP) sections of EOP. ►Sound fiscal management and utilization of City resources. ►Engage in outcomes and implementation of results related to Police Department organizational review and Fire Department organizational review. ►Recognize Diversity, Equity, Inclusion in the organization and community and share related resources for community engagement, inclusiveness, equity, social/racial justice discussions, and policy reviews. ►Facilitate Economic Development Authority consistent with recommendations of 2021 economic development report; finalize economic development related branding and marketing analysis. ►Assist Human Resources Manager in 2023-2024 labor negotiation strategy, ongoing staff training, and succession planning programs; develop transition/mentoring approaches for new management staff and support a learning culture. ►Continue to create a Special Events strategy –Assist staff and Council with special events management, financing plan for possible St. Croix Recreation Center expansion, Central Commons mixed use development, Lakeview Hospital expansion and relocation, Lumberjack Landing park development, downtown parking strategies, and coordination of related resources. ►Explore funding opportunities (special city tax, special events related fees, and funding of public improvements). ►Work closely with Finance Director, staff, and City Council to develop and adopt a 2023 budget; assist with bond issuance for capital projects and enterprise fund general obligation (GO) bonds. ►Monitor White Bear Lake level litigation and its impact on the City of Stillwater. WELCOME TO STILLWATER City: Stillwater, Minnesota Position:City Administrator Salary Range: $150,027 to $164,865 Application Deadline: 12/08/2021 Job Summary: The Administrator is the Chief Administrative Officer for the Council and coordinates the administration and supervision of all City departments and divisions and programs and activities as authorized by the City Council. Minimum Qualifications: Master’s degree in Public Administration, Business Administration, Political Science, or related field, and seven years of experience related to the field of Public or Business Administration or Community Development. A combination of related education and experience may be considered qualifying. ICMA Credentialed Manager is desired. Apply: Visit https://daviddrown.hiringplatform.com/80655-stillwater-city-administrator/255997- application-form/en, and complete the process by December 8, 2021. Finalists will be selected on January 4, 2022, and final interviews will be held January 21 & 22, 2022. Please direct questions to Mark Casey at mark@daviddrown.com or 612-920-3320 x113. DDA Human Resources, Inc. New Brighton Office 2241 17th Street NW New Brighton, MN 55112 Phone: 612-920-3320 x113 Fax: 612-605-2375 mark@daviddrown.com www.ddahumanresources.com I:\RFA\City Manager\2023\MOU\11.2 Discuss continuation of MOU 1.12.23.docx Request for Action January 12, 2023 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 continuation of Memorandum of Understanding between Tim Hoyt and the City of New Hope for Director of Police and Acting City Manager Requested Action Staff recommends the City Council consider continuing the acting city manager’s Memorandum of Understanding (MOU) until the City Council appoints a city manager. Background At the April 25, 2022, Council Meeting, Resolution No. 2022-54 was adopted approving a Memorandum of Understanding (MOU). 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, a Memorandum of Understanding was approved at the April 25, 2022, Council Meeting which defined the terms of employment. At the August 15 work session Council indicated approval of Hoyt’s performance as acting city manager. At the November 28, 2022, Council Meeting, the MOU was extended until February 1, 2023. Hoyt informed Council that he no longer planned to pursue the city manager position, and a special work session was held January 3, 2023, to discuss filling the city manager vacancy. Hoyt indicated he would continue serving as acting city manager/police chief until a permanent city manager is appointed by Council. Council should consider an extension of the MOU (and its terms) that is set to expire February 1, 2023. Attachments • Memorandum of Understanding adopted April 25, 2022 Agenda Section Work Session Item Number 11.2