Job description and process approved for Motley clerk job

The Motley City Council approved a new job description for the city clerk/treasurer position and adopted a new process and timeline for filling the job at their Aug. 8 meeting.

The city contracted with David Drown Associates, Inc. (DDA) to assist in the search for a new city clerk/treasurer following the resignation of Terri Smith. Her last work day was June 10.

Because the last job description update was in 1999, the council asked Gary Weiers, their liasion with DDA, to develop a new job description which he presented Aug. 8. The new description more accurately reflects the duties and skills required in the job as it has evolved over the years. 

Weiers reviewed the advertisement which will be available on the city’s website as well as being distributed through the League of Minnesota Cities, the state clerk’s association, county and regional associations. He also noted they send job openings to regional colleges and universities that have public administration programs. The salary range is $43,409 to $60,944.

Applications are requested by Aug. 31. Weiers will then screen the applicants and present the top candidates to the council for interviewing. He anticipates they will interview no more than five candidates.

Interviews have been tentatively set for Sept. 29. Weiers recommended that the entire council participate in the interviews. He suggested that candidates meet with department heads in the morning. He asked if the council would like feedback from anyone else before they began their interviews in the afternoon. 

Through the discussion the council agreed that someone from their auditing firm should be involved as well as their interim clerk Scott Saehr. The National Joint Powers Alliance representative Anna Gruber and David Drown will also be invited. Others may be added. 

Weiers will gather feedback from those participants and give that to council members before they begin their interviews. 

This varies from the process approved at a special meeting June 28. At that time the council agreed to form a hiring committee that would make a recommendation to the full council.

Council member Amy Hutchison said she liked the idea of the entire council conducting the interviews, that they will all hear the same thing at the same time.

The interview day will also include a tour of the city for the candidates and a lunch with council members and department heads. 

The council adopted the process as presented and dissolved the previous committee. 

Council member Al Yoder asked about having a residency requirement in the job description, such as having to live within 30 minutes of the city. 

Weiers said the law does not permit a residency requirement for this position because a clerk is not an emergency responder like a police or fire chief. The law was changed years ago. 

He said the council could require attendance at specific events.

“This is not an eight-to-five job,” Weiers said. “You can expect them to participate in community events. Community presence is important in this job.”

Since the council thought that requirement was in their policies, Weier suggested they revisit and update the policy.

In other business the council:

o Reviewed a proposal from Design Electronics for microphones, speakers and recording equipment for the council chamber. The question arose regarding video recording instead of audio. Public Works Supervisor Bruce Brotherton agreed to follow up with that and other installation questions. 

o Approved release of payment of $35,312.43 to Feldt Plumbing for a 2012 street project. This is the last amount owed minus $2,800 which the city had to pay to finish the project.

o Approved the list of sites with weeds growing that have not been mowed. Letters will be sent reminding property owners that these have to be maintained. It will also include language about not letting clippings blow into the streets. The next step will be to issue citations.

o Discussed the bond payment and draw down schedule for the Minnesota Public Facilities Authority for a 2014 project.

o Discussed two resident concerns, one regarding a skunk and one regarding an eyesore in his neighborhood. 

o Set a budget planning meeting for 6:30 p.m., Tuesday, Sept. 6.