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AGENDA
CITY COUNCIL WORK SESSION
June 25, 2019
4:00 PM, City Council Chambers
130 S Galena Street, Aspen
I.COUNCIL ROUNDTABLE 4:00-4:10
II.WORK SESSION
II.A.City Offices Part I: Construction Update, Plaza Update
II.B.City Manager Recruitment Selection Process Discussion
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MEMORANDUM
TO:Mayor and City Council
FROM:Jeff Pendarvis, Interim Capital Asset Manager
THROUGH:Scott Miller, Interim City Manager/Public Works Director
DATE OF MEMO:June 21, 2019
MEETING DATE:June 25, 2019
RE:New City Offices Work Session
REQUEST OF COUNCIL:The project team would like to inform Council where the New City
Offices project is today and discuss programming plans for the summer.
BACKGROUND:
Right of way work has been completed on time for Food and Wine.Rio Grande Place was
opened in both directions for Food and Wine. The project is on track to start excavation on July
15, 2019 for a planned project completion in Spring of 2021.
DISCUSSION:
Staff will review Ordinance 4, including clarifications about housing mitigation and square
footage approvals. Staff will discuss the ongoing programming exercise as well as ongoing
sustainability development with CORE and the Climate Action department.
Staff will address requested information from public comment from the June 10th Council
meeting including:
Housing Mitigation.
The Plaza level of the building and Ordinance 4.
Public meeting space in the community and the new spaces we are
creating.
Programming next steps will be discussed as well, including a timeline and how Asset will work
with Parks to ensure the interior programming coordinates with the exterior visioning.
FINANCIAL IMPACTS: We currently have an approved budget for the project which does
not include any changes to the permit drawings. Any changes to the scope and the $ dollar
impact is unknown at this time.
RECOMMENDED ACTION:Staff would like to review with Council our recommended
programing for the new building and the renovated Armory at a future meeting as we move
forward with excavation/foundation work this summer and fall.
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MEMORANDUM
TO:Mayor and City Council
FROM:Mike Tunte, Landscape Architect and Construction Manager, Parks and Open
Space
THROUGH:Scott Miller, Public Works Director/ Interim Assistant City Manager
MEETING DATE:June 25, 2019
RE:Galena Plaza
REQUEST OF COUNCIL:
Per Council’s direction, staff has worked with the “Friends of Galena Plaza” group on enriching the
design of the outdoor public spaces and connections to the plaza. Staff would like to provide an update
on our interactions and outline recommended next steps.
SUMMARY / BACKGROUND:
Ordinance No. 4 provided approval for the city building exterior and footprint, as well as a detailed
design for Galena Plaza. This went through an extensive land use review, that included a thorough
public process, and was approved by Council.
The Friends of Galena Plaza group reached out to council in March and at the March 25
th regular City
Council meeting, City Council agreed to hear the citizen group, provided the material presented did not
conflict with the direction of Ordinance No. 4 series of 2017, delay the construction schedule or have
added cost implications.
Parks staff met with the Friends of Galena Plazaon April 9
th, to hear about their goals, before the April
9th City Council work session later that afternoon, City Council directed Parks staff to continue to meet
with the friend’s group to a focus on the public open spaces and connections. Parks and Open Space
organized a charrette on May 23 to begin discussion on how to enrich Galena Plaza and adjacent
connections. The following individuals participated in the charrette:
Friends Group
Bill Sterling
Harry Teague
Design Team
Darla Callaway
Nicole Rebeck
Charles Cunniffe
Chris Bendon 3
City Council
Ann Mullins
City Staff
Jeff Woods
Austin Weiss
Mike Tunte
Scott Miller
Jeff Pendarvis
The following goals and opportunities were identified during the charrette:
Any recommendations will not conflict with Ordinance No. 4 series of 2017.
Galena Plaza is an important piece in the mountain to river connection.
The current entry at Main Street includes two large “Do Not Enter” signs and is not welcoming.
There are opportunities to enrich the design of Galena Plaza which will require continued dialog
and stakeholder feedback.
Rio Grande Place can play an important role in supporting the city offices while establishing a
beautiful parkway.
The access to John Denver Sanctuary and the Rio Grande River can be enhanced by bringing the
Sanctuary to the street and establishing a welcoming entrance.
DISCUSSION:
We encourage the City Council to consider continuing the dialog for gathering broad representation of
community input on the enrichment of Galena Plaza, connections from Galena Plaza to John Denver
Sanctuary, connections to Main Street and the streetscape of Rio Grande Place. The OSTB will continue
to be involved in ensuring the many views of the community are acknowledged and prioritized into the
final design.
FINANCIAL/BUDGET IMPACTS:
We currently have permit drawings from Design Workshop. If changes are made it will
represent an additional cost for the development of construction documentation. The budget
impacts for construction of Galena Plaza is unknown at this time.
ENVIRONMENTAL IMPACTS:
Like those which are currently proposed
STAFF RECOMMENDATION:
Staff would like to continue to work with the Friends of Galena Plaza and stakeholders this
summer, including the Library, to enrich and refine the design. We would like to host a public
open house in August to display the refinements and solicit community feedback.
Once a design direction established, we will contract the development of construction
documentation for the plaza. Parks and Open Space will develop the schematic drawings for the
connections at Rio Grande Place and John Denver Sanctuary. This process will likely include
connections to Main Street, the alley and the Jail Trail.
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MEMORANDUM
TO:City Council
FROM: Alissa Farrell, HR Director/Interim Asst. City Manager
MEETING DATE:June 25, 2019
RE:Proposed City Manager Finalist Interview Schedule for
August 8 and August 9
REQUEST OF COUNCIL:
The purpose of this memo is to review the proposed interview schedule for
Council’s selection of the next City Manager.
BACKGROUND:
Drew Gorgey with the executive search firm Peckham & McKenney held
extensive community, council and employee engagement sessions on May 13
and 14 and gathered wide-ranging feedback. The ideal candidate profile was
subsequently developed and can be found at: www.peckhammckenney.com.
The candidate profile will be used as a guide throughout the interview process
including but not limited to the preliminary and finalist interviews.
Additionally, in reviewing the proposed interview schedule, it is helpful to keep in
mind the approved, overall recruitment schedule listed below.
Recruitment Activity:Timeframe:
Development of Candidate Profile Final Draft Completed: 5/24/19
Advertisement & Recruitment Application Filing Deadline: 7/8/19
Preliminary Interviews to be completed
by Peckham & McKenney
July
Finalist Interviews 8/8/19 and 8/9/19
In conjunction with Mr. Gorgey, the below proposed finalist interview process was
developed.
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PROPOSED FINALIST INTERVIEW PROCESS for 8/8 & 8/9:
Meet and Greet with Employees
City employees would participate in a meet and greet session. Employees would
engage finalists informally with their questions. All finalists would be in attendance
and small group conversation would transpire with each finalist.This event is then
followed by the Community Reception (see below). Comment cards would be
available for feedback. A pros and cons format or similar format is recommended.
However; Peckham & McKenney recommends that the comment card not be
treated as a ballot and does not recommend ranking. Instead it is advised for
participants to share their feedback by evaluating skills in association with the
candidate profile for Council, as the decision makers, to then review.
Community Reception
The beginning of the meeting would include a five-minute presentation by each
finalist. The community would be invited to interact and ask questions to the
finalists. A similar process to the meet and greet with employees is recommended.
Comment cards would be provided for feedback here as well.
Peer Review/Technical Interview Panel
The purpose of the diverse and inclusive panel is to provide Council with an
assessment of each candidate’s leadership and management experience and
skills. Panelists are peers, managers or assistant managers from similar
municipalities, such as the County Manager (and/or Assistants), City Managers
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(and/or Assistants), or any other local leader or manager. Panelists will receive
an orientation before the interview.
Leadership Panel
Peckham & McKenney has recommended a leadership panel to include positions
that report directly to the City Manager. This group is helpful in assessing
leadership and management as well as organizational fit. Panelists will receive
an orientation before the interview.
Presentation on Relevant Topic
Each finalist would prepare a twenty-minute presentation on a preselected topic,
followed by questions. More information pertaining to the format will be
recommended at a later date if Council adopts this process step. For example,
Council may wish to invite the community to attend and elect a moderator to ask
follow up questions to each finalist. Then, again in a pro and con observational
manner, comment cards would be collected.
City Council Interviews
Each finalist will interview with City Council. Upon conclusion of the finalist
interview process, Council shall then move into executive session regarding the
employment of the next City Manager, scheduled for August 9, 2019.
FINANCIAL/BUDGET IMPACTS:
Unchanged.
RECOMMENDATIONS:
It is recommended to finalize the proposed interview process as soon as possible
due to scheduling logistics. Peckham & McKenney and staff recommend the
finalist process steps presented here.
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