2018.07.17 Work Session Packet (2nd)4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
Posted: July 13, 2018
City Council
Second Work Session Agenda
July 17, 2018
Immediately Following the Council Meeting
Conference Room A
Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City Charter,
the work session of the Crystal City Council was immediately following the City Council meeting on
July 17, 2018 in Conference Room A, 4141 Douglas Dr. N., Crystal, Minnesota.
I.Attendance
Council Members
____ LaRoche
____ Parsons
____ Adams
____ Budziszewski
____ Dahl
____ Deshler
____ Kolb
II.Agenda
The purpose of the work session is to discuss the following agenda items:
1.Chapter 12 matrix of policy questions.
2.Review Chapter 9 changes.
3.Commission vacancies/recruitment.
4.7th member process for the WMFRD Board.
5.Constituent issues update.
6.City manager check in.
7.New business. *
8.Announcements. *
* Denotes no supporting information included in the packet.
III.Adjournment
The work session adjourned at ______ p.m.
Auxiliary aids are available upon request to individuals with disabilities by calling the City Clerk at (763) 531-
1145 at least 96 hours in advance. TTY users may call Minnesota Relay at 711 or 1-800-627-3529.
Staff
____ Norris
____ Therres
____ Gilchrist
____ Ray
____ Revering
____ Olson
____ Sutter
____ Serres
M E M O R A N D U M
DATE: May 31, 2018
TO: New Hope City Council
Crystal City Council
FROM: Kirk McDonald, New Hope City Manager
Anne Norris, Crystal City Manager
RE: Recommendations for Recruitment and Interview Process for Seventh
Member of West Metro Fire-Rescue District Board of Directors
The mayors of Crystal and New Hope have agreed that the cities should establish a
recruitment and interview process for the seventh member position on the W est Metro
Fire-Rescue District board of directors before there is a vacancy in the position. The city
managers and human resources staff from both cities were requested to meet and
develop recommendations for the process and present the recommendations for
consideration. The recommendations and background information are provided in this
memorandum.
BACKGROUND:
The current Joint Powers Agreement states that the district will be governed by a board
of directors consisting of seven members selected as follows:
•Two members representing the city of Crystal appointed by Council resolution. At
least one of the two members shall be a current member of the city council of the
city of Crystal;
•Two members representing the city of New Hope appointed by Council
resolution. At least one of the two members shall be a current member of the city
council of the city of New Hope;
•The city manager of Crystal
•The city manager of New Hope
•One member, not an employee of the district or of the police department of either
city, appointed by joint resolution of the city councils of the city of New Hope and
the city of Crystal. This member need not be a resident of New Hope or Crystal.
Members may not be an employee of the district or of the police department of either
city.
The current seventh member on the board was appointed by resolution by each city
council and has served on the board in this capacity for a number of years. The current
seventh member is not a resident of either city and currently serves as the president of
the board. The position is currently not vacant.
Earlier this year, the mayors exchanged correspondence regarding developing a
mutually agreeable process to fill the seventh board member position in the future
should a vacancy occur. On February 21, Mayor Adams sent correspondence stating
that there is no application process for the seventh board member position and
recommended that a process be developed for soliciting and recommending
candidates for the position. On March 30, Mayor Hemken responded that New Hope
was agreeable to work with Crystal on the issue for such time as the seventh position
becomes vacant and recommended that the city managers and human resources staff
from both cities collaborate and present recommendation to the respective city
councils. On April 30, Mayor Adams acknowledged receipt of the response to his letter
stating appreciation for the agreement that there is a need to have a recruitment and
interview process in place before there is a vacancy in the seventh member position.
RECOMMENDATION/DISCUSSION POINTS:
The city managers and human resources staff from both cities met and discussed an
application and interview process for the seventh board member position and are
presenting the following recommendations and/or discussion topics for the city councils
consideration:
1.The city councils need to determine who is eligible to apply for the position
The current Joint Powers Agreement states that the seventh member cannot be
an employee of the district or of the police department of either city. It also states
that the member need not be a resident of New Hope or Crystal. The current
seventh member is not a resident of either city. The city managers and HR staff
recommend that the councils consider amending the Joint Powers Agreement to
state that the seventh member cannot be a resident of either city or a current or
former employee of WMFRD. This would maintain an equitable balance and
representation from both cities on the board. The original Joint Powers Agreement
states that the “at-large representative” must be a “non-resident, non-employee”
and would be representative of the needs of the communities served by the
district, rather than the specific needs of either of the cities individually.
Determining who is eligible to apply for the position impacts the application and
recruitment process.
2.Recruitment Process
It is recommended that the recruitment process for the seventh board member
position be initiated when the position is vacated or the current incumbent informs
the cities he is not interested in a re-appointment. Another option would be to
keep the applications on file from persons interested in serving in the position in
the future.
It is recommended that both cities advertise that applications are being sought for
the vacant position utilizing a variety of media sources, including city newsletters,
city websites and other social media outlets. The open position could be
discussed on Northwest Community TV/CCX through a “Mayor’s Minutes” or
“Connection” segment. Lastly, the position could be advertised in the local Sun
Post newspaper and in the local newspapers of surrounding cities.
3.Application
Staff have developed the attached draft joint-city application form to be completed
by persons interested in the position. The applications would be returned to the
secretary of the fire board (Crystal City Hall).
4.Interview Process
It is recommended that a joint committee consisting of representatives from both
city councils to be formed to interview qualified candidates. The city councils can
determine the number of representatives. Staff recommends a committee of six
consisting of the mayor and two council members from each city. It is
recommended that the committee reach a consensus on a preferred candidate
that would be recommended to both city councils for appointment.
The city managers and HR staff are open to feedback on these draft recommendations.
Attachments:
•Draft Application Form
•Mayor’s Correspondence
•Current JPA Excerpt
•2005 Governance Study Excerpt
Draft Application
Form
Mayor’s
Correspondence
Current JPA Excerpt
2005 Governance
Study Excerpt
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
CITY MANAGER WORK PLAN
MONTHLY CHECK IN – JULY 2018
Objectives:
- Strategic leadership for achievement of Council goals
o Thriving Business Climate
City Code update continues
2018 EDA project – Bass Lake Road streetscape improvement
project well underway
Updated fire suppression system financial assistance program
Open To Business assistance available
o Create Strong Neighborhoods
UDC amended to permit ADU’s
Disorderly properties ordinance approved
Code enforcement – on-going
Implementation of Master Parks System Plan – Welcome Park
improvements groundbreaking/ribbon cutting – 6/6/18
Home improvement loans/rebates available through CEE
o Fiscally sound and stable policies and procedures – see Financial
Management below
- Financial Management
o Long term financial planning:
2019-2020 budget preparation in process
o Updating financial policies - in progress
o Surplus property feasibility complete and sales underway
o Space needs study – PD and City Hall – presentation at 7/12 work
session
- Service delivery
o Monthly check in with Council
o Constituent Issues – prompt response and resolution – on-going
o Closed constituent issues – monthly report
- Media Relations
o Website transition – complete and tweaking in process
o Police incidents – keep Council notified as information available (public
and non-public) – as incidents occur