Just a week after being sworn-in, Mayor Paul Becker presided over his first City Council study session to gain a clearer picture of how city staff, the public and council feel about filling the soon-to-be vacant City Administrator (CA) position. Paul Wyntergreen, who has served as Jacksonville CA for twenty years, resigned his post in December in order to become the City Manager in Tillamook, Oregon. Wyntergreen, who did not attend the study session, leaves his Jacksonville post on January 28.
The first person to address the subject was City Recorder Jan Garcia, who cited a memo prepared by her and City Treasurer Stacey McNichols. Both noted they felt that a CA was integral to performing their jobs and that having a CA likely saves the city money since it avoids the need for them to consult with the City Attorney on a variety of legal matters. Garcia was the first staffer of the evening to suggest that Public Works Director, Jeff Alvis be named Interim-City Administrator. Garcia pointed out that Alvis held much of the same knowledge base as Wyntergreen and that his appointment would be seamless.
Fire Chief Chris Arnold spoke next and echoed the call for Alvis to be named Interim CA. Reading part of his memo, Arnold stated, “We can not exaggerate the role of the CA…in assuring that the daily operations of the city and its departments are coordinated…the CA plays an integral role in the Emergency Operations Plan.” The memo also pointed out that Alvis is certified by the National Incident Management System to handle emergency operations. Fire Ops Chief Devin Hull added “It is crucial for small towns to have a CA since he is the person who acts as the go-to person in case of emergency or disaster.” Hull encouraged filling the position as soon as possible.
Next, Sergeant Dan Moore spoke on behalf of Police Chief Dave Towe, telling council that Alvis had the full support of the Police Department.
City Planner Amy Stevenson also backed Alvis, but stopped short of fully endorsing the need for a full-time CA until more information was available. She noted that in some small cities, the Mayor and department heads make decisions ordinarily made by a CA. She expressed full confidence and trust in Alvis and invited council members to visit with her in the Planning Department to discuss her point of view further.
The first member of the public to speak was former Mayor Clara Wendt who voiced her concern that the council-imposed three month timeline to fill the CA spot was too short and could take up to eight months to fill. As such, she recommended revising the interim CA job description, stating that she felt the job was too big for one person to handle.
Nancy O’Connell, a member of the Budget Committee, also stated support for Alvis and for council to pay close attention to the revised budget numbers and forecast when considering refilling the post.
Linda Graham supported Alvis but questioned the need for a full time CA. Graham stated that the “all in one City Administrator position was a failure for 18 years and that the personnel management side of the CA job should be separated out…it was a great weakness that left the city hanging.”
Tony Hess likened the role of a CA to that of a corporate CEO running a small company. Hess cited that Gerhardt Oregon, population 1400, has a CA and that even small cities require the position, especially when it comes to handling the complexities of intergovernmental relationships. Hess suggested replacing the CA post, following longstanding procedures offered through the League of Oregon Cities (LOC).
The final member of the public to speak was Jerry Mathern. The former City Councilor and Planning Commissioner suggested that if a newly designed CA position saved the city money, that any savings should be directed toward the Fire Department budget. Mathern noted that the cost of the current CA position was roughly equivalent to three full-time firefighter salaries.
When Mayor Becker asked for City Council input, Christina Duane spoke up first, suggesting following staff advice and appointing Alvis to the post for six months. During that time, she noted, the Council should develop criteria and redefine the CA job to reflect Vision 2028 goals which call for the CA to be more involved in economic development work.
David Jesser suggested paring down some roles the current CA plays, including shifting some planning work away from the CA and back to the Planning Department staff. Looking to the city’s future needs, Jesser backed Duane’s sentiments and called for wise budgeting by “using the resources already here.” He thought a new hire should be also have the skills and be prepared to be involved in longer range planning while interfacing with all departments and writing grants on a day to day basis.
Dan Winterburn raised the point that many volunteers are at the ready to assist the city. Like others, he expressed that finding a replacement CA will take teamwork to move ahead.
Jim Lewis commented that in 23 years on Council, 14 as Mayor, that a CA was invaluable and that moving forward without one will be a mistake. Lewis noted that he and other Councilors likely lacked the skillset needed to in today’s world to run the city. Lewis’ point that “if we need an interim CA, then we need a full time CA,” was well-received by several Councilors and members of the public.
Donna Schatz then complimented Paul Wyntergreen’s “fantastic writing skills,” as she reminded her fellow councilors that he had written the vast majority of the city’s grants, Ordinances and Resolutions. She then called for placing a premium on excellent writing skills when conducting the search for a new CA.
Mayor Becker then complimented City staff saying, “Our City Hall is staffed with tremendous people …with good attitudes…they are efficient.” He said his preference in business had always been to promote from within when possible and that doing so was great for morale. He then stated his desire to formally name Jeff Alvis as Interim-CA at the next Council meeting.
Council then turned its attention back to a proposed agreement from the League of Oregon Cities which was essentially a well-established road map contract used to recruit and hire new city employees. For years, it was learned, LOC has conducted a wide range of employment consulting services for cities. The scope of work to hire a new Jacksonville CA is expected to cost roughly $6,000.
A brief history on how the city hired Paul Wyntergeen ensued when David Jesser asked Jim Lewis to explain the process used twenty years ago. Lewis explained that Wyntergreen was originally hired as a contract employee from Grants Pass and that he quickly moved into the Planning Department and eventually into the full-time CA job.
“Paul grew at the same time the complexities of government were growing…which is too much for a council official…I wouldn’t be Mayor or a Councilor without a full time CA.” Lewis added that when Wyntergreen came on board, the population was 1800 and that today, with 2700 residents and compliance issues increasing, the need for a full-time CA is even greater. Lewis’ past experience with LOC evoked the comment that the search for a new CA will result in impressive candidates, likely from a younger age group.
Before adjourning the meeting at 8:10 pm, Mayor Becker agreed that a consensus was reached to work with LOC to find a replacement CA that met the needs of Jacksonville, as defined by the Council. A likely next step, he stated, would be the appointment of Jeff Alvis as Interim City Administrator at the next City Council meeting on January 18 at 7:00 pm at Old City Hall. Council also agreed to hold another study session on the matter on January 25 at 6:00 pm at Old City Hall.