MINUTES OF A WORK SESSION HELD BY THE MAYOR AND COUNCIL OF THE

TOWN OF CHAPEL HILL, MONDAY, DECEMBER 4, 1989, 6:00 P.M.

Council Members in attendance were:

Julie Andresen Nancy Preston

David Godschalk James C. Wallace

Joe Herzenberg Arthur Werner

Roosevelt Wilkerson, Jr.

Also in attendance were Council Members Elect Joyce Brown and Alan Rimer, Town Clerk Peter Richardson and Town Attorney Ralph Karpinos.

Mayor Howes called the meeting to order at 6:?8 p.m.

Mayor Howes announced that the Council would be moving into a work session to discuss the Town Manager selection process.

COUNCIL MEMBER PRESTON MOVED, SECONDED BY COUNCIL MEMBER GODSCHALK, TO MOVE INTO A WORK SESSION TO DISCUSS THE TOWN MANAGER SELECTION PROCESS. THE MOTION WAS ADOPTED UNANIMOUSLY (7‑0).

Mayor Howes noted that this evening's discussion was the Council's first opportunity to discuss the Town Manager selection process. Mayor Howes expressed confidence that the Council could rise to the challenge of initiating a successful process. Mayor Howes stated that the ultimate decision on this matter would be that of the Council, who would be ultimately held accountable for the final decision.

Council Member Preston requested an overview of previous hiring processes employed by the Council. Mayor Howes responded that the position had been widely advertised in national city management and minority recruitment publications and local newspapers. Mayor Howes added that the Personnel Department had provided staff assistance as requested by the Council.

Council Member Andresen inquired whether there would be any staff support for the selection process. Mayor Howes stated that the Personnel Department and Assistant to the Mayor could be instrumental in this regard. Mayor Howes also noted the importance of outlining job specifications and dimensions for the Town Manager vacancy.

Council Member Andresen requested an overview of the previous candidate selection process. Mayor Howes noted that Town Manager Taylor had been a finalist at the time of Mr. Gene Shipman's selection as Town Manager. Mayor Howes noted that did not apply for the Town Manager's position following Mr. Shipman's departure. Mayor Howes noted that the Council had conducted interviews with three candidates during their 1981‑82 selection process. Mayor Howes stated that since the Council did not feel comfortable with any of the applicants, Mr. Taylor's name re‑emerged as a highly regarded candidate to fill the vacancy.

Council Member Herzenberg said it was his recollection that the Council did not have a subcommittee to conduct the Town Manager search in 1981‑82. Council Member Herzenberg stated that the Council had conducted the process as a committee of the whole.

Mayor Howes said that large number of applications had been received for the last Town Manager selection process. Mayor Howes added that the Personnel Department had prescreened the applications and provided updated lists to the Council on a periodic basis.

Council Member Werner said that the history of past processes was useful, but that the Council did not necessarily need to proceed in the same manner this time. Council Member Werner said it may be productive to have a subcommittee to screen resumes.

Council Member Godschalk said it would be critical to check references. Mayor Howes concurred, noting that names other than listed reference had been contacted. Council Member Godschalk said it was important to have high‑level officials make screening calls.

Council Member Werner suggested that any council members who knew good candidates should encourage them to apply.

Mayor Howes inquired about the possible use of a headhunter for the selection process. Council Member Preston asked how headhunter firms operated. Mayor Howes noted that there are firms specializing in the recruitment of City and Town Managers. Mayor Howes stated that the firms get a sense of what the hiring body wants and compare this information with candidates who might be a good fit and are ready to move into a new position. Council Member Andresen noted that headhunting firms are often used when positions are difficult to fill. Council Member Werner said he thought it would be unnecessary to use a headhunting firm, given the attractiveness of the position.

Council Member Wilkerson said it was critical that the Council agree on the type of Town Manager being sought. Council Member Werner suggested that the formation of a subcommittee might be a better idea than the Council as a whole devising a selection process. Council Member Wilkerson suggested that a member of the International City Management Association could assist the Council with the selection process. Mayor Howes concurred that this would be a good idea to assist the Council in initiating the process.

Council Member Godschalk inquired whether the International City Management Association has a job bank. Mayor Howes stated that the Association has a broad sense of persons currently seeking new opportunities. Council Member Herzenberg observed that only three members of the sitting Council had employed a Town Manager other than Mr. Taylor.

Council Member Andresen inquired which International City Management Association staff members could provide assistance to the Council. Mayor Howes responded that Executive Director William Hansell or his deputy could assist the Council. Mayor Howes added that the only expense to the Council would be the cost an airplane ticket.

Council Member Andresen said it was a good idea to have an outside party assist in the initial processes. Mayor Howes said it would be desirable to meet with International City Management Association staff during the next seven to ten days. Council Member Werner stated that notices of the vacancy should not be posted prior to January, 1990. Mayor Howes stated that the Town had selected a good interim Town Manager, which would facilitate the Council having adequate time to make a good final choice.

Council Member Wallace observed that Mr. Taylor would remain in the area, providing good overlap for future transitions. Council Member Wallace also noted that the budget formulation process would be managed by Interim Town Manager designee Sonna Loewenthal.

Mayor Howes inquired how citizen input beyond the Council should be handled. Council Member Andresen stated that would be appropriate to include citizen input at later stages in the process.

Council Member Wallace noted that during previous selection processes, the Council had been under great duress to find a new Manager. Council Member Wallace stated that in the current circumstance, the new Manager would be following a very good Manager, who had set a very good example. Council Member Wallace said the process should focus on narrowing a broad field down to a manageable number of candidates.

Mayor Howes asked whether the Council wanted to recruit candidates outside the Town Manager field. Council Member Werner observed that many persons outside the field would be likely to apply. Mayor Howes noted that recruitment could be accomplished by advertising in professional journals. Mayor Howes inquired whether there were any other preliminary ideas concerning the selection process. Mayor Howes noted that he would arrange to have an International City Management Association representative visit with the Council in the near future to discuss the selection process.

Council Member Preston inquired whether it would be possible to hold the session before Christmas. Mayor Howes said he thought this could be arranged. Mayor Howes noted that there appeared to be little sentiment in favor of hiring a headhunter.

Council Member Wallace noted that the concept of forming a core subcommittee for the Town Manager selection process had some merits. In addition, Council Member Wallace noted that it might be a good idea to invite all members of the Council to attend the subcommittee meetings when they are able to attend. Council Member Wallace said this would save time and explanation of actions in the future.

Mayor Howes said that since the Council had shown a desire to be involved in all elements of the process, it would be difficult to form a subcommittee. Council Member Andresen stated that the subcommittee's role would not be to make decisions, but rather to put ideas before the entire Council.

Council Member Werner encouraged Council Members to actively recruit superior candidates from other communities. Council Member Andresen stated that the Council needed to tap into available recruiting networks.

Mayor Howes noted that the Council needed to conduct a short Executive Session to discuss an item related to the Town Manager selection process.

COUNCIL MEMBER PRESTON MOVED, SECONDED BY COUNCIL MEMBER WERNER, TO MOVE INTO EXECUTIVE SESSION. THE MOTION WAS ADOPTED UNANIMOUSLY (8‑0).

The Executive Session began at 6:58 p.m.

The Executive Session concluded at 7:16 p.m.

MINUTES OF THE 1989 ORGANIZATIONAL MEETING OF THE TOWN COUNCIL OF

CHAPEL HILL, NORTH CAROLINA, MONDAY, DECEMBER 4, 1989, 8:00 P.M.

Mayor Howes called the meeting to order at 8:09 p.m.

Council Members in attendance were:

Julie Andresen Nancy Preston

David Godschalk James C. Wallace

Joe Herzenberg Arthur Werner

David Pasquini Roosevelt Wilkerson, Jr.

Also in attendance were: Council Member Elect Joyce Brown, Council Member Elect Alan Rimer, Assistant to the Mayor Lisa Price, Town Manager David Taylor, Assistant Town Managers Sonna Loewenthal and Florentine Miller, Public Safety Director Cal Horton, and Town Attorney Ralph Karpinos.

Mayor Howes noted that the principal purpose of this evening's meeting was to say goodbye to Council Members completing their terms of service and to welcome new members of the Council.

Minutes of November 13, 20 and 21, 1989

Council Member Herzenberg requested two modifications to the minutes of November 13th.

COUNCIL MEMBER WERNER MOVED, SECONDED B? COUNCIL MEMBER WALLACE, TO ADOPT THE MINUTES OF NOVEMBER 13, 1989 AS MODIFIED. THE MOTION WAS ADOPTED UNANIMOUSLY (9‑0).

COUNCIL MEMBER WILKERSON MOVED, SECONDED BY COUNCIL MEMBER PRESTON, TO ADOPT THE MINUTES OF NOVEMBER 20, 1989. THE MOTION WAS ADOPTED UNANIMOUSLY (9‑0).

Council Member Herzenberg requested two modifications to the minutes of November 21st.

COUNCIL MEMBER HERZENBERG MOVED, SECONDED BY COUNCIL MEMBER WALLACE, TO ADOPT THE MINUTES OF NOVEMBER 21, 1989 AS MODIFIED. THE MOTION WAS ADOPTED UNANIMOUSLY (9‑0).

Remarks by 1987‑1989 Council Members and Mayor

Mayor Howes called upon Mayor Pro Tem Pasquini for his parting remarks. Mayor Howes noted that Mayor Pro Tem Pasquini was completing eight years of service as a council member, having served, also, as a member of the Orange Water and Sewer Authority Board of Directors.

Mayor Pro Tem Pasquini expressed his thanks to: former Council/ Alderpersons Marilyn Boulton, Winston Broadfoot, R.D. Smith, Joe Nassif, Joe Straley and Beverly Kawalec. Mayor Pro Tem Pasquini also expressed appreciation to Town department heads and support staff, particularly: Assistant to the Town Manager Greg Feller, Planning Director Roger Waldon, Town Attorney Ralph Karpinos, Assistant Town Manager Sonna Loewenthal, and Town Manager David Taylor. Mayor Pro Tem Pasquini said the Town was fortunate to have such a hard‑working staff. Mayor Pro Tem Pasquini also thanked the citizens of the Town for giving him the opportunity to serve as a Council Member for the past eight years.

Mayor Pro Tem Pasquini said he had pondered the question of an appropriate gift for departing Council Member David Godschalk. Mayor Pro Tem Pasquini noted that one of Council Member Godschalk's pet projects during his Council service was the skateboard ramp near Oakwood Drive. Mayor Pro Tem Pasquini thanked Council Member Godschalk for the hours he had spent in public hearings discussing the skateboard ramp. Mayor Pro Tem Pasquini said he had a presentation to make to Council Member Godschalk. Upon opening his package, Council Member Godschalk found a skateboard. Mayor Pro Tem Pasquini said the board would give Council Member Godschalk something to do on Monday evenings and his future leisure time.

Council Member Godschalk, acknowledging Mayor Pro Tem Pasquini's excellent sense of humor, thanked him for the gift of the skateboard.

Council Member Godschalk thanked the Town for the opportunity to serve as a member of the Council. Council Member Godschalk said it had been an honor to be entrusted with the power to serve the community. Council Member Godschalk stated that the citizens, Council and staff had accomplished a great deal during his tenure on the Council, including: the adoption of the Comprehensive Plan, the initiation of joint planning agreements, and significant progress in the areas of open space acquisition, the library facility, entranceways, and design guidelines. Council Member Godschalk expressed hope that the Council would continue to emphasize principles of the past in the future.

Council Member Godschalk said that the diversity of Chapel Hill would continue to flourish, with building with neighbors continuing to be emphasized. Council Member Godschalk said he appreciated all the courtesies he had been shown as a member of the Council.

Council Member Andresen said *hat the 1985‑1989 Council had a unique character. Council Member Andresen said she had enjoyed serving with this Council for the past four years. Council Member Andresen said that Council Members Godschalk and Pasquini each brought unique gifts to the Council.

Council Member Andresen stated that Council Member Godschalk is the first planner she has met who approaches planning in a common‑sense manner. Council Member Andresen said she fondly remembered negotiating water agreements with Council Member Godschalk and the Chatham County Commissioners. Council Member Andresen said that despite having a marvelous mixture of people devising the agreement, a compromise was reached.

Council Member Andresen said that Council Me??er Pasquini's greatest gift to the Council was the well‑distilled question and his unique ability to get at the bottom of a problem.

Council Member Werner said that Council Members Godschalk and Pasquini were funny and serious when they needed to be. Council Member Werner also noted that Council Members Godschalk and Pasquini had made contributions to the Town in establishing a quality water supply for the area. Council Member Werner concluded his remarks by saying that the next Council would have to do a great deal to fill the twelve years of experience of departing Council Members Godschalk and Pasquini.

Council Member Herzenberg noted that he had attended Council Member Pasquini's wedding earlier in the year. At that time, Council Member Herzenberg inquired whether Council Member Pasquini had wanted anything they had not received as a present. Council Member Pasquini responded affirmatively. In accord with this request, Council Member Herzenberg presented a waffle iron to Council Member Pasquini.

Council Member Herzenberg said it had been good working with both Council Members Godschalk and Pasquini. Council Member Herzenberg noted that both of the Council Members would be missed.

Council Member Preston said she was going to miss both Council Member Godschalk and Council Member Pasquini. Council Member Preston said both members had contributed to the Council in their own way. Council Member Preston stated that the Council works together very harmoniously by discussing the issues, giving opinions, taking votes, and moving on to the next item. Council Member Preston thanked Council Member Pasquini and Godschalk for their contributions to the Council and the Town.

Council Member Wallace said that Council Members Godschalk and Pasquini had willingly undertaken extremely difficult jobs. Council Member Wallace noted that in spite of some areas of disagreement, the Town has a note of harmony that can not be detected in other nearby communities. Council Member Wallace said that a great debt of gratitude is owed to Council Members Godschalk and Pasquini.

Council Member Wilkerson noted that both Council Member Godschalk and Council Member Pasquini, as members of the Council, were different members of the same spirit. Council Member Wilkerson stated that both Council Members Godschalk and Pasquini were concerned about the citizens of Chapel Hill.

Council Member Wilkerson said that Council Member Godschalk displayed sensitivity to the common people of Chapel Hill consistently throughout his term. Council Member Wilkerson also stated that Council Me??er Pasquini had shown another side of himself tonight, as a very sensitive and caring person. Council Member Wilkerson said he had appreciated the opportunity to have served with Council Members Godschalk and Pasquini.

Mayor Howes said he concurred with Council Member Preston's observation that although the Council may take differing views on individual issues, it has worked together very harmoniously over time.

Mayor Howes said he saluted both Council Member Godschalk and Council Member Pasquini for a job well‑done. In recognition of their contributions to the Town, Mayor Howes presented honorary Keys to the Town to Council Members Godschalk and Pasquini.

A brief recess followed the remarks of the 1987‑1989 Council.

Administration of Oaths of Office

Mayor Howes requested that his wife, Mary Howes, come forward for the administration of the Mayor's oath of office by Chief District Court Judge Patricia S. Hunt. Mayor Howes also requested that Council Members Elect Andresen, Brown, Rimer and Werner come forward to take their oaths of office.

Chief District Court Judge Patricia S. Hunt administered the oaths of office and congratulated the Mayor and Council Members. Copies of the signed oaths are available for inspection in the Town Clerk's Office.

Mayor Howes thanked Chief District Court Judge Patricia Hunt for administering the oaths of office. Mayor Howes said the Town was proud to have Judge Hunt as a member of the community. Judge Hunt thanked Mayor Howes for his remarks and the opportunity to administer the oaths.

Council Members Brown and Rimer were seated with Mayor Howes and the other members of the 1989‑91 Town Council.

Mayor Howes noted that the remainder of the meeting would be used to organize the new Council, make brief remarks, and enjoy a reception following the meeting.

Election of Mayor Pro Tem

Council Member Wallace rose to make a nomination for Mayor Pro Tem. Council Member Wallace noted that the Mayor Pro Tem has customarily served a two‑year term, with Council Member Pasquini having most recently served in this capacity. Council Member Wallace stated that the position is filled on the basis of longevity and hard work.

COUNCIL MEMBER WALLACE MOVED THAT COUNCIL MEMBER PRESTON BE PLACED IN NOMINATION FOR MAYOR PRO TEM. COUNCIL MEMBER WERNER SECONDED THE MOTION. THE MOTION WAS ADOPTED BY ACCLAMATION.

Appointments

Mayor Howes announced that Mayor Pro Tem Preston would serve as the Council's delegate to the Triangle J Council of Governments, with Council Member Andresen and himself serving as alternates.

Council Members Wilkerson and Wallace indicated that they would be willing to continue serving as the Council's representatives to the Fire Relief Fund.

COUNCIL MEMBER WERNER MOVED, SECONDED BY COUNCIL MEMBER HERZENBERG, TO APPOINT COUNCIL MEMBERS WALLACE AND WILKERSON TO SERVE AS THE COUNCIL'S REPRESENTATIVES TO THE FIRE RELIEF FUND. THE MOTION WAS ADOPTED UNANIMOUSLY (9‑0).

Mayor Howes indicated that he would like to continue to serve as the Town's representative to the Transportation Committee. Mayor Howes noted that Council Member Brown had agreed to serve as alternate.

Council Member Andresen noted that Council Member Brown had agreed to serve as the Council's representative on the Triangle J Water Resources Committee.

Remarks by Mayor and Members of the 1989‑1991 Council

Mayor Pro Tem Preston thanked her colleagues for her unanimous selection as Mayor Pro Tem. Mayor Pro Tem Preston said she would follow the good role model established by Mayor Howes when she had to act in that capacity. Mayor Pro Tem Preston said she was looking forward to serving in her new role and all that it entailed over the next two years.

Council Member Joyce Brown thanked the citizens of the Town for electing her to the position of Council Member. Council Member Brown said she was looking forward to her term of service and hoped she would be a good representative of her fellow citizens.

Council Member Alan Rimer said that there were new friends to be made in his capacity as Council Member. Council Member Rimer said he was looking forward to serving the Town as a Council Member.

Council Member Andresen said she was looking forward to her new term of service on the Council. Council Member Andresen stated that it was important to couple the substance of issues with sensible conclusions.

Council Member Wallace said the work of the new Council had just begun. Council Member Wallace stated that the Town has a great concentration of talent. Council Member Wallace greeted the new members of the Council, noting that they would be very fortunate if they could emulate the success of their predecessors.

Mayor Howes said that there was currently a good deal of transition occurring in the Town's government, with the departure of Council Members Godschalk and Pasquini, Town Manager David Taylor and Assistant to the Mayor Beverly Kawalec, and the arrival of Council Members Brown and Rimer.

Mayor Howes noted that Ms. Kawalec's role would be filled by a former member of the New Haven, Connecticut, City Council, Mrs. Lisa Price.

Mayor Howes stated that the Council has many tasks to accomplish in the future. Mayor Howes added that the Council would hold its annual retreat on Saturday, January 6, 1990.

Mayor Howes noted that the official business of the Council for the evening had been completed. Mayor Howes invited all those in attendance to attend a reception for the newly sworn Mayor and Council Members.

COUNCIL MEMBER WALLACE MOVED, SECONDED BY COUNCIL MEMBER WILKERSON, TO ADJOURN THE MEETING. THE MOTION WAS ADOPTED UNANIMOUSLY (9‑0).

The meeting adjourned at 8:50 p.m.