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HomeMy WebLinkAbout2007-07-02 Transcription July 2, 2007 City Council Work Session Page 1 July 2, 2007 City Council Work Session 10:50 A.M. Council: Bailey, Champion, Correia, Elliott, O'Donnell, Vanderhoef, Wilburn Staff: Dilkes, Karr Tapes: 07-49, Both Sides A and B Consultant Selection Process: Wilburn! Okay. Weare here to talk about the consultant selection process, and urn, there are times when other cities are beginning their search process for city manager, and they've asked another, like a city attorney or city clerk, to step forward and assist with the process. I've asked Eleanor and she offered to help at least just facilitate the discussion for us so that I could fully participate and not worry about trying to weave us through the.. .towards the end, but Eleanor's going.. . going to take us through that process and then we'll get out of here. So...I should say that, I'm sorry. I'll save my comments for part of the discussion. Dilkes/ Urn, I gave you a memo, just kind of highlighting what I see as the primary issues that you need to address, urn, and so it would just be my plan to kind of start with those and see where we go. Urn, I've kind of divided it into the first two major issues - one, defining the nature of the selection, consultant selection process, and secondly, the schedule for the consultant, urn, selection. Urn, it's.. .based on what Sylvia has given you and.. . and it's reasonable that discussions about what you want to see in a city manager, urn, would primarily take place with the consultant, because they're going to need to hear that, ifthey're going to be helpful to you in finding that person. So, I guess just jumping into it, the first question I think is do you like the request for proposal process outlined by Sylvia? Do you think there should be changes in that process? Modified? Or a different kind of process - what are your thoughts about that? Elliott/ What's our time frame on that? Dilkes/ Well, urn, if you look down at, in B in my memo, the earliest that she could get the request for proposal out is July I i\ because obviously she's going to have to take the input that you give her, and put that request for proposals together. That would be the earliest, urn, that she said she could do it. Urn, and then in terms of how the process goes from there, it's really a question of how quickly you want to move, or how slowly you want to move, that kind of thing, but that's the earliest she could get it out. Elliott/ I personally don't think we need an RFP, but I think most of the Council feels that we do. I think if we have good advice on two or three, that's fine, but ifmost of the Council wants an RFP, then let's do it. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 2 Champion! Well, I think you, Bob, I necessarily don't think we need an RFP for the city manager, because the consulting group that we actually pick will help us get through that and make sure that we have all of our criteria in there. Elliott/ No, I was talking about a search firm. Champion! Oh, well, yeah, but that can be a pretty simple.. .that can be a pretty simple thing, because we know what we want them to do, urn, but I think I agree with you. We don't need an extended RFP because these consultant firms do that all the time. They come to you for an interview and then they decide, you tell them what you want. You want public input, staff input, Council input, describe the city, what qualifications do you want in a city manager. That is their job to help you figure that out, and to put it into a proposal. Wilburn! I would like to, urn, I would like to do the request for qualification because there are.. .while you're right, Connie, they do...I mean, this is what they do, but there's a couple things about the person that they decide to send to us that I think, urn, may not be in their standard set of information they put out, for example. One of the things in, that I saw, I like how it's laid out - the request for qualifications, but urn, given that, um, that I would like to see... Champion! You're talking about qualifications of the firm. Wilburn! Of the firm. Champion! Oh, I agree. Dilkes/ Yeah, and 1...it really should be referred to as a request for qualifications, RFQ. Wilburn! Okay, what I was.. ..one of the things I'd like to see included in it is, urn, I would like to see some type of, urn, I'm not sure what we'll agree on in terms of the overall process. Some people call it open and close, but I would like to see some version of participatory process with the public, and because ofthat, I would like to have the firm, the firms that we look at, address how they handle that, how they've done that with other, or not, and it will be important to express that whoever comes in to do that, has experience.. . experiences with both, you know, a council and public committee, or that type of thing. Champion! (several talking) Well, the RFP. . . Wilburn! RFQ. . . for them to address how. . . Champion! For the firm, and not the.. . okay. I misunderstood that. That's fine, yeah. Wilburn! Right. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 3 Bailey/ We need to select a firm by putting out a request for qualifications. Vanderhoef/ And, you can be more specific in the RFQ about saying, 'This is a process' or 'This is something that we're looking at,' and we would want them to be able to respond to that when they come in for their interviews. Another thing that I would ask the attorney, can we limit the number ofRFQ's? In other words, may we invite, say a half dozen companies, to put in? That's the process that I'm familiar with and the one I'm using right now for League of Cities, looking for the Executive Director, and we had five companies that we all were familiar with that did national work, and had done considerable work in the Midwest, and so those were the five companies that we sent out RFQ's to. Dilkes/ There's no legal restrictions. I think it's just a question of how many people you want to reach, how many firms you want to reach with the RFQ, and whether you want to be nearer at the start or broader at the start. Bailey/ Doesn't the nature of our search relate to that? I mean, if you focused on firms in the Midwest, I mean, it seems like we'll be doing a regional, and I think we should be doing a national search. Vanderhoefl We ask specifically only companies that did national, but who had done work... Bailey/ Right, and we just simply prepare a list of companies, I mean. I've been through this a couple oftimes with different projects this year, and you simply prepare a list of companies and you send out the request for qualifications. Wilburn! Because we've already, actually we've already gotten materials sent by some of them. Elliott! I see no reason, however, to limit. If some firm of which we're not aware wants to be a part of it, there's no reason to say they can't. Dilkes/ So you would want to reach the broadest audience possible, national search firms. (several responding) Vanderhoef/ I would disagree with that because I think that's... Champion! Well, you can narrow it down. I mean. . . Correia! ... specific. . . (several talking) Bailey/ ...if you had a particular list. . .of course they will be on the list, but it doesn't mean that other people aren't invited to send in their qualifications for us to reVIew. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 4 Wilburn! Okay. Dilkes/ Okay? Elliott/ And I would also, is the Council assuming that one of the things we want from that firm is that they would lead us in a discussion as to what we are looking for. I think one of the first things we need to decide is what we're doing. For instance, one of the things that came out, to me, looking very serious in the past seven years, Iowa City has grown less than one-half of one percent, and I think we need to look at what is the City doing? What would we like? Are there any changes that we see? If so, what are those changes? Therefore, what qualities and values do we want in a city manager, so I'm looking forward to that discussion. Correia! I assume that that's who we would have that discussion with, whoever we would bring on board, and save that for that time, so. . . Elliott! Yes. Dilkes/ Okay, so I think we've got consensus that we do an RFQ and we get that to as many interested firms nationally as possible. Now, so the next question is, you got the list from Sylvia about, urn, the basics that she would include in an RFQ, urn, are there things that you want to add to that? I think Ross already mentioned that he'd like to specifically inquire about what public processes that they have used, and we'll include that. Vanderhoef/ I've got one more that I want in there. In reading these recent RFQ's, they send you a list of all the things that their firm has done, and they go back many years, and my understanding of some of these folks is they switch companies, and so when they list that they did the Iowa City placement and we know how long ago that was. The person who actually headed up that search is no longer with the company. So what I would like to do is request that in the past five years, for instance, we have done searches for city managers, and who was the lead consultant on that, so we know more about the consultant that comes in to interview with us, presumably is the one who will run our.. .and I want to know what that person's experience is in looking for city managers. Correia! So you don't want just references of what the firm has done, you also want specifics about particular staff, their accomplishments that may be assigned. Vanderhoef/ And I would be very happy to narrow that down in the last five years. Correia! I agree with that, because I have seen similar things on... Vanderhoef/ But that's a waste of time for us. Dilkes/ Okay. Anything else? This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 5 Vanderhoef/ If possible that past five years, then the name of the consultant who. . . Bailey/ I'd say seven years. Dilkes/ Okay. You want to do seven? Vanderhoef/ You know, I'm. . . Champion! Everything Uncle Sam has is seven years. Vanderhoef/ As long as it's the same, as long as we know. . . the consultant is still with the firm and is the one that.. . (several talking). Dilkes/ Well, we are already asking for a specific qualification of the individual proposed for the project. So we will ask for information about those individuals, too. Bailey/ Yeah, that's very important. Vanderhoef/ That's a standard thing, but it doesn't necessarily mean that it's which person we're going to get. Bailey/ Well, that's a question we'll have to ask in the interview, is who will we be working with. Who's the lead (several talking) they better be sending the person we're working with, because if they don't then we made a mistake. (several talking) Vanderhoef/ ... eliminate. . . Dilkes/ Well, and I think the way that Sylvia has it phrased is that the specific qualifications of the individual proposed for this project, so I think you will assume that that individual is who they will be.. . (several talking). Anything else? Any specific experiences, kind of like with the public process, community participation that you'd like information about? Bailey/ We have time line on here, right? Champion! Well, I think it's important to say that, you know, this Council is interested in looking at also public input, what processes they use, or what have they done in the past. I'm sure they've all involved. .. Bailey/ And I want to see a proposed time line from them, for the process. I'm not seeing that. (several talking) Vanderhoef! And, yeah, a schedule reflective of.. .yeah. It's in there. Urn, I would like to just go ahead and put in there the group that we might be choosing to look at, This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 6 certainly we'll want a focus group with some staff or some interviewing with staff of what they want to see within the, uh, process. Certainly, related, uh, groups that would be working with a future city manager. So people like ICAD and Priority One and (several talking). Correia! These are things that we would probably discuss with them when they get hired, and they ask us what are we thinking for a public process, or who should be involved. I think we're wanting to know do they have experience with public process. Wilburn! We do need to, as part of the next.. . and I'm sure Eleanor will go to, is who's going to narrow it down, is that the full Council? Is that a subcommittee? Or is that with staff or is that just staff recommendation. Champion! Well, I would not have the full Council going over all this. I think the Mayor, and three or four. (several talking) Vanderhoef/ I do too. And... Bailey/ I mean, I wouldn't have any objection to, for full Council if everybody was up for it. O'Donne11l I wouldn't either. I think that's the way it should be. Bailey/ But if people are reluctant to do that, or we could just set up meetings and who can participate can participate, but... Elliott/ Are you talking about the interview process? Dilkes/ No, we're talking about who will make the decision about who we're going to interview. Urn.. . for the consultant. Who's going to narrow it down to the five firms that you want to interview. Elliott! The search firms, yes. Dilkes/ Yeah, five search firms. Bailey/ I don't have any problem with the whole Council going through applications, because we're going to be dealing with the... Dilkes/ One of the things I think you could do if the full Council decided to do it, is you could all get copies of the, of the qualifications. You could each narrow them down to your five, or whatever number we picked. Urn, and then you could get those numbers to us and we could collate.. .we could kind of organize them, and then have a meeting to do the final selection. It wouldn't necessarily, a lot of that work that you all would do would be outside the meeting, I think. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 7 Bailey/ Given what we just went through with the Economic Development Committee in choosing the downtown consultants, I would encourage us to use the full Council to review, because we had very different opinions and I wouldn't have anticipated some of the comments made by the Committee had we not had those discussions. Elliott! Yeah, 1. . . we've been switching back and forth here between selecting a search firm and ultimately selecting a candidate, and I think with the search firm I have no problem with the full Council. I think when it comes to interviewing individuals, having multiple people involved, is just. . .it could be a mess. Champion! That's the way it has to be. You have to have.. . everybody's got to interview. O'Donnelll Bob, what would you suggest. I mean, you could have three people with entirely different point of view than the other three on this Council. (several talking) Elliott! If you just throw an interview open, then what you get is seven or eight or nine people, none of whom do a thorough interview. Dilkes/ Bob, are you talking now about the city manager selection? Elliott! Yeah, yeah, and we'll get to that later. Dilkes/ Yeah, let's stay on consultant, because I think.. .presumably the consultant will have a lot of input on. . . Elliott/ We're mixing selecting a search firm and selecting a (several talking) Bailey/ I think we need to select a search firm as a body. Elliott/ Yes, you bet. I agree. Correia! .. .we all get a copy of all the requests, or all of the. .. Dilkes/ And we'll have a deadline for... Correia! .. . giving you each of our top five, and you let us know where we overlap, and... Dilkes/ .. . overlap, and then you can discuss. Correia! I think that makes a lot of sense. Elliott/ I see no problem with that. Uh-huh. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 8 Vanderhoef/ There is a, a process that after you get all of these in, that you can do a matrix that does a comparison across the board of each one that staff could put together.. ..that is most helpful for me when we're talking about the various ones.. . (several talking). Wilburn! Used to call it a Delphi exercise. Dilkes/ Did we get all the information that we want for the RFQ then? Okay. And City Council will do the selection. Now, urn, then the interviews. So that's essentially going to be the, the process in terms of, um, how we do the interviews. You can certainly do interviews with the candidates as a Council, as a group. Bailey/ I think we have to! We're going to be working with them, and I'm not going to like the same people that other people are... Correia! I think what would be helpful for those interviews would be to have Sylvia or whoever come up with a list of questions we should ask, get that to us. Dilkes/ Oh, sure, we can do that. Correia! And then we ask the same questions of everyone.. .we don't just. ..(several talking). Dilkes/ You have follow up questions, but it's nice to make sure you cover the same, yes. Correia! Well, because everybody should have the same questions. Vanderhoef/ Well, I've got one question already that I want to. . . Bailey/ .. . submit questions to... Dilkes/ Yeah. And then we'll make sure we don't have overlap, and that kind of thing. Okay. Urn, how many of you want to narrow it down.. .how many do you want to interview? (several talking) It's hard to say, I know, but let's say the outside number. Vanderhoef/ Three to five. Bailey/ Five is the outside number. Dilkes/ Five is the outside, okay. You might not have five you want to interview, but at least that (laughter and several talking). At least we won't be trying to look for seven or eight, okay. All right, so let's talk about the schedule. Now, do you want. . .I guess a question about the RFQ, the earliest that Sylvia could get it put together would be July 17th. She's got a couple things to incorporate that you've given her, but not a whole lot. So, do you want to see the RFQ before it goes out? This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 9 You do, okay. Urn, then we need to set a date, that's our first date we need to get in place. Wilburn! When are we all here, Marian? Karr/ Well, just to.. . okay, so you want to see the RFQ before it ~oes out on the I i\ so we're either going to have to set a meeting before the Ii, or move back the timeline. Dilkes/ Let's find the date where we can all first get together, and then we'll set the date for when the RFQ goes out. Karr/ 9th and 10t\ but that won't help. Sylvia won't have it.. . (several talking).. .23rd and 24th we're all supposed to be here, potentially, so.. .um... Vanderhoef/ Sylvia won't have it ready until the I i\ is that.. . okay. Wilburn! Just as a general comment.. .um, this time line that Sylvia's outlined for, uh, the consultant selection. It's not out of line with the last search that was done for a city manager, but urn, I don't...it is a little tight, and given our coming up on summer schedules, I don't know that we necessarily need to, ifit's pushed back from the 17th to later for just her to get it to us to look at, I certainly don't... Karr/ You can certainly look at August. O'Donnell/ I'm just going to suggest that we go with August 20th. Elliott! August 20th? O'Donnell/ Yeah. You know, Bob, I don't, I'm not in the hurry that everybody else is to do this. We have a majority of the Council up for election... Elliott/ Mike, I'd like to be in on the selection of the city manager, and the longer we push that, the less it looks like... O'Donnelll I don't know that that's, I think that the new Council should be involved in the selection of the city manager, because they will be working with them. Dilkes/ Getting the RFQ is really not that big a deal. We can find a date where we can get that done, and then get it out. You'd rather have your time spent with them. . . Bailey/ .. .because it will slow down, it'll slow down with candidate interviews. Champion! Why can't we just have her send us a copy of... 0' Donnell/ Yes, I think you can. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 10 Elliott/ And if we meet and someone isn't there, they can put, they can let us know, 'I won't be there,' looks fine, no, add this. . .I don't see why we can't do that. Dilkes/ Well, you know essentially what information.. .plus what you've given me today. Bailey/ Can she send it, and give us a deadline if we have any comments? And then.. . send it out, assuming that we basically have spoken all of our concerns here today? Is that acceptable to everyone? Elliott/ There is a strong possibility that it may go out as she prepares it initially. Dilkes/ How long do you want to comment? Bailey/ If she has it ready, if we could comment by the 20th. Will that work for people? (several respond) Comment by noon on the 20th or something. Karr/ Okay, so are you going to pick it up, or do you want it hand delivered? Because the 17th is a Tuesday. Your packet is the 19th. Elliott/ Ifwe could get an email or a call, I don't see why we can't pick it up. O'Donnelll 19th? Dilkes/ Pick it up on the 19th, or you pick it up on the 17th and have comments to her by the end ofthe day on the 19t\ it could go out on the 20th. Vanderhoef/ That's good. And then we still can stay with the 31 st for deadline. Correia! If we could have email to those who have email. Bailey/ Yeah, I would prefer that. Elliott/ Yes, that would certainly make it easy. Bailey/ Although I just wrote it down. Elliott! Marian, do you have our respective home email addresses, or do we need to get that to you, so Sylvia could send it to us? Champion! Can it be sent in our personal emails? Wouldn't that be public information? Karr/ It's all public information. Elliott/ That's fine. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 11 Karr/ Regardless, it's all public. Bailey/ Could we post it as an early info packet? And then just get a... Karr/ You can post it on the web site, if you want. Bailey/ That would be perfect, and then just send... Karr/ .. .phone call that it's ready and then you could look at it there, and then respond back by the 20th? Or by the 19th, so we can. . . Vanderhoef/ The 19th, and mail them on the 20th. Elliott! So we would pick it up off the web page? Karr/ We'll call you and tell you that. So you're looking basically at a 48-hour turnaround time, or whenever you get it, 48 hours. Elliott! Uh-huh. O'Donnell/ And we've already read it, with the exception of a few changes. Bailey/ Right. Elliott! And then we will be informed if it turns out there is something unexpected and the Council needs to gather to determine whether what three people have suggested would or would not be included. Karr/ 48 hours, Bob's asking if there's been a change, it's going to have to be three people that recommend a change. Elliott/ I'm just saying, that might happen. I don't anticipate it, but it might. Bailey/ Yeah, we should know the rules if there is a change. How do you want to handle that, ~r. Mayor? Wilburn! That's how we do the work session.. .so... Karr/ I was just wondering. The 19th is a packet day, and I'm just wondering in light of Bob's question, and your concerns of procedure, if Sylvia could have it ready and we sent it, if you're available to pick up your packets on the 19th, you could then schedule a special work session when you pick up your packets.. .you'd have them reviewed, and you could either bless the RFQ before it goes out, or you would have the opportunity to bring more to the table, so we could get it decided that day. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 12 Bailey/ So a work session on the afternoon of the 19th? Karr/ Is that possible? Vanderhoef/ Uh-huh. Wilburn! Work session, if needed, or.. .just work session? (several talking) Karr/ And we could always cancel it. We could always cancel it if when you pick up your packets.. .but I mean, that way your protection is that you know then what everybody else is going to suggest, and we can keep the process moving. (several talking) Elliott! July 19, what time? Karr/ Any time. The packets are ready at 3 :00, so any time after that. Elliott/ 4:00, Amy? Correia! 4:30. Karr/ July 19t\ Thursday, 4:30. Dilkes/ I'm going to be out of town, but I don't think it's necessary for me... Karr/ Sylvia will be here. (several talking) And then that way we can be kept on time line. See, that's my concern too. And it could be just that quick... Dilkes/ Okay, so the RFQ then will go out on the 20th. Unless we have significant changes, and then we'll have to push that back. Okay, so the response... Champion! How much time are they usually given? Dilkes/ Sylvia suggested two weeks. And a lot of them are going to have a standard thing, but I think if you want them to be as (unable to hear). Karr/ August 3rd? Bailey/ August 3rd is two weeks. Elliott! That seems like the minimum. Karr/ Ma~ I make a suggestion, rather than making it a Friday, can we make it August the 6t , so it's Monday, just 'cause of mailing and everything else. Sometimes on a Monday.. . August 6t\ Monday. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 13 Wilburn! That's the response deadline. Champion! And we need to send copies to all of us? (several talking) Karr/ It'll be to the Clerk's office. Correia! Should we ask them to send eight copies? Karr/ That's what we'll do. Bailey/ By 5:00 on the 6th. (several talking) Dilkes/ So then we'll just package them up and get you each a packet, so then the question is, how long do you want to review those, and rank them, rank the five that you think should be interviewed and we'll... Karr/ Assuming you could have them, since they're going to come in in multiples, you could have them as soon as Monday evening. 6th.. . assuming that, or Tuesday. I mean, we could make the deadline noon Monday. Champion! Well, I'll be gone. Vanderhoef/ That would be great, because our mail is in. Karr/ Yeah, so like noon the 6th. Champion! I'm gone that whole week. Karr/ Well, we can ship them to you, or else you'd have to... Champion! I don't think you could ship them. Not where I'm going. (several talking) Wilburn! Well, that's important for when we decide...I mean, we can still get them, but we... Karr/ We could put them in the packets of the 9th then if there' s no hurry. Just depends on what you want to do. Dilkes/ How about we find a Council meeting date in August to decide, make the final decision about this interview, and then back up from there? Karr/ Your meetings in August right now are 20 and 21. (several talking) Vanderhoef/ ... early on the 20th. Karr/ Early being in the morning, or early before the work session? This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 14 Vanderhoef/ Before the work session. Karr/ So the 20th? Urn, Monday the 20th? Correia! 5: 3 O. Vanderhoef/ Is there any time to do it the previous week? (several talking) Bailey/ .. .don't have Council meetings because there's so many vacations. Dilkes/ Well, then, let's look at the prior week... Karr/ I'm just wondering then if you're looking at them at 5:30 on Monday August 20t\ what about including them in your packet on the 9th? Is that enough time? Vanderhoef/ No, I'd rather be able to... Champion! If they're going to be here there's no reason (several talking). Karr/ No, you can pick them up anytime. Elliott/ You can pick them up, and if someone hasn't picked theirs up, you can put it in the packet for them. Karr/ The 6th, and we'll put a reminder out. Dilkes/ You'll have them by the 6th. Karr/ The afternoon of the 6th. Dilkes/ Connie's going to be out that week, so we need to go about mid-week in the next week to find a deadline for you to get us your top five rankings, and give us time to get the stuff out to you in time for the August 20th meeting. Champion! Well, I need to look at a calendar. I can't.. . Dilkes/ Here, you can look at mine. Karr/ So, in essence, when are you.. .when are you back in town? Champion! I come back August II tho Karr/ You come back Saturday. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 15 Champion!. . . um, I suppose I could take them to market with me. So what date were you looking at? Karr/ We'd like to be able to put out the matrix of the results of your review on the 16t\ in the afternoon. I certainly could put them out the 17th in the mail, 'cause it would just be a compilation. Champion! 'Cause that's going to be really tight. Karr/ But, I still would need them though.. . from the 20th at 5:30 to the 2ih? (several talking) Bailey/ I think everybody should have ample time, and we knew that there were vacations in August. I think we should be fair about this. Champion! It's going to have to go up another week. Karr/ So we move it to Monday the 2ih? O'Donnell/ That's fine. Karr/ Is that amenable under the... Vanderhoef/ I can't do it. Karr/ Okay. How about Tuesday the 28th? Vanderhoef/ Yeah, I can, but I don't want to. (laughter) Correia! Everybody else... Elliott! Tuesday is fine with me. Wilburn! Tuesday's fine. Dilkes/ Does everybody have that open? Correia! What time. . . . Vanderhoef/ Can we go early Tuesday morning? (several respond) Karr/ Tuesday the 28th, and we're just down to time. Elliott! 6:00. O'Donnell/ Sounds good. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 16 Dilkes/ Does that work for everyone, 6:00 on the 28th? (several respond) Champion! Why 6:00? I mean, why can't we do (several talking) Vanderhoef/ Let's go 5:00. Karr/ Connie's at 6:00, Dee's at 5:00. O'Donnell! That won't help get dinner. I'll go to 6:30. (several talking) Champion! 6:00 is fine if that's when we meet.. ..6:30 or 7:00 so I can get dinner. (several talking) Karr/ So Tuesday the 28th, 6:30? (several talking) And there's one thing on the agenda, and that's the selection. (several talking) Champion! And I think it's good to have a whole separate meeting to discuss these. Bailey/ Could be a short meeting. Karr/ We want the matrix then to be out in your packet of the 23 rd, so could we have it, again, could we have it by like the 21 st? Your top five? Will that.. .Amy, that'll work for you as well? All right, so the.. . and we'll get you that. Elliott/ Okay, now, review that again. Matrix in our packets of the 23rd, and back to you, Marian, when? Karr/ No, the matrix will be out before the... Dilkes/ The matrix will come out in the packet of the 23rd, but we need your top five by the 21 st. Elliott! By the.. .well... Karr/ We're going to give to you to review the proposals. You will then, well, we'll also have to give the blank matrix, the blank scoring card, because as they review it.. . then you will review them, and let us know by the 21 S\ and we'll have compiled the matrix to go out to you the 23rd, with the results, so you can discuss it the 28th. Dilkes/ We'll give you this in a memo. Elliott! Good! Dilkes/ Okay, so then the last thing we need to do is set aside some interview dates. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Wark Session Page 17 Bailey/ It would be good if we could take a portion of a day, a morning or an afternoon, have all the people we want to interview come in, or call in, and we can easily compare. Is that possible for people? Champion! I think they need to come in. Bailey/ That would be my preference. Vanderhoef/ I agree, Connie. Bailey/ Well, you have to offer that option. So if they can't come in you're not going to interview them? Champion! No. Bailey/ We interviewed a consultant via phone, for a communication center. Champion! No, I want to see their faces. (several talking) Elliott! That's why I would really hope that we would have no more than three to interview. Yeah, I think doing any more than that.. ...we're starting to waste our time and their time. Bailey/ Okay, what about September 7th, it's a Friday. Morning, or afternoon. Vanderhoef/ No, I am out 6, 7, 8 and 9. Karr/ I don't have anybody's absences for fall. I was.. ..you said 6, 7, 8 and 9. Bailey/ I'm looking at Friday's, I don't know why. (several talking) September 14th? (several talking) Vanderhoef! Why not Monday or Tuesday of that week? It's not a Council meeting. Karr/ Well, we don't have Council meetings set yet, so I don't think we should talk about that today, but yeah, it's going to be a problem. I've got it on for the 9th to talk about your schedules. So... O'Donnell/ Are we going 5:30 again on the 14th? Karr/ Well, these are interviews. (several talking) Dilkes/ I think what would be best is if you could just set aside a day, so that we can then work with them too, to make sure... they may want to come in in the morning and do it in the afternoon, or come in in the night and do it in the morning. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 18 Vanderhoef/ How about Wednesday the 5th? (several respond) Well, we're just putting this off because we're working on Friday's only, we're putting offwhole weeks. Friday is the least good day for me. (several talking) Well, Wednesdays are. . .. Karr/ Well, you wouldn't be narrowing down your candidates until the 28th, so they wouldn't have any notice until the 28th, 29th to come. Well, it needs to be later, especially if you really liked the person to whom you are talking to to be not just a representative. Dilkes/ Well, and I think if we pick a firm date, well, we can talk to Sylvia about this, but tell them in the RFQ that this is the interview date we've set, so they can set it aside. Elliott/ Are we at 12, 13, 14, in that area? Vanderhoef/ I'm still at 15... at the 5th. Karr/ Again, you're going back, you won't have a lot of time to reschedule. Correia! The 14th, or 21 5t? (several talking) Vanderhoef/ Can we do it Wednesday night, the 12th? Karr/ No, Regenia's out of town. Champion! Too many at night. You're not going to think. Wilburn! I think the idea of blocking out a day is the way to go, because (several talking). Karr/ And you'll be pleasantly surprised ifit doesn't take that long. Knowing schedules and flights in and out, we have to have some flexibility. Elliott! I think there is. . . Vanderhoef/ The loth or II th then? Elliott/ We have to have some time between. I don't like the idea of people meeting each other, coming in and out of rooms. (several talking) Champion! Regenia, what day can you do it besides a Friday. Bailey/ I could do it Thursday the 20th, but I can't do other days in the week, that third week. Karr/ Is there any interest in Saturday? I don't know if... This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 19 O'Donnell! That would be fine! Elliott/ Fine with me! Karrl Does that help? Ijust offer that ifit helps. Ifit makes it worse, forget I said it. Champion! I don't have any problems with it. O'Donnell/ I think it's a great idea. V anderhoef/ Well, the 15th is a football game. Dilkes/ Maybe Saturday the 15th... (several talking). Vanderhoef! It's away, but it's probably good. Dilkes/ So what happened with Friday the 14th then? O'Donnell! I like the Saturday. Vanderhoef/14th is the earliest we can do it. Correia! How about the 20th, 21 S\ or 22nd? Vanderhoef/ I will come on the 14th, rather than put it off a whole other week. Dilkes/ Friday the 14th? (several talking) Champion! Any other day of the week is fine. Vanderhoef/ So the 13th? Bailey/ I can't do the 13th because I'm out on the lih and I can't be out two days in a row, Ijust can't...I mean... Elliott! Well, looks like we're down to the 20,21,22. Dilkes/ Not 21, so either 20th or 22nd, Thursday the 20t\ Saturday the 22nd. Elliott/ Is the 22nd a home game? Vanderhoef/ It's at Wisconsin. Elliott/ Oh, okay, so there's not a motel problem. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Work Session Page 20 Vanderhoef/ Well, I'll do the 20th. Ijust don't want to do Saturdays. Karr/ You're to the 20th, is that what you're suggesting? Vanderhoef/ I guess. Dilkes/ I think we really want to keep a day open. (several talking) Karr/ That's Wisconsin away, right? Dilkes/ So, are we on for the 22nd? Vanderhoef/ No. Not Saturdays. I'm just, I'm sorry but. . .I'll do, my preference is Tuesdays and Wednesdays. I will do a Friday if we can get it done earlier rather than later. The 14th... Correia! What's against Saturday, because we're talking about... Vanderhoef/ Because we do something with every football game, and that is my family time. O'Donnell! Do we need all of us here Saturday? Do we need the entire Council? (several talking) Champion! I mean, I ordinarily am not willing to meet on Saturdays, but this is a very special circumstance, and trying to find a date when all of us can meet with, some of us are self-employed and it's not easy to get away, but it isn't always, and other people work and have job commitments. Wilburn! That is the challenge when full Council's going to... Dilkes/ Well, it looks to me like it's going to be Saturday the 22nd, or we're going to move farther into the, Dee, we're going to have to move, into the, probably the week into October, because you're gone 26,27,28, and 29th.. .(TAPE ENDS) Karr/ 9/15, 8:00 to 5:00? O'Donnell! I hope you're going to write all this down for us. Dilkes/ We are! Karr/ You'll read it when I give it to you! (laughter) Champion! Mother, help me out. Dilkes/ Okay, I think that's... This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007. July 2, 2007 City Council Wark Session Page 21 Karr/ We'll review it, and we'll put it, because I do have the schedule back on for the 9th for your discussion, because of some other conflicts we've got coming. Dilkes/ Okay, we'll get a memo out. Elliott! We almost had to make a citizen's arrest of one of our Council to get it done. (laughter) Wilburn! Okay. Well, thank you all for your time, and I need.. .no, this is a work session. Don't need that. W e'lllook for those memos to come out. Thanks everybody! This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 2, 2007.