TO: Mayor and City Council THROUGH: Sherrie Le, Asst. City Manager FROM: Kori Land, City Attorney DATE: January 23, 2017 City of West St. Paul SUBJECT: City Manager Search Firm
BACKGROUND INFORMATION:
The Council requested that I solicit proposals from search firms qualified to conduct the City Manager search. Attached you will find a summary chart of the firms.
The Council has several options:
Choose to interview one or all of the search firms before selecting one; Make a selection tonight and add it to the Council agenda to enter into a contract with a particular firm; Ask for more proposals
FISCAL IMPACT: Depends on selection
STAFF RECOMMENDATION:
Discuss and provide direction
WEST ST. PAUL CITY MANAGER SEARCH
FIRM FEE STRUCTURE COMMENTS 1. The Mercer Group Full service: $15,000 + Jim Miller has 22 years’ experience as the Jim Miller, Sr. VP $5,500 expenses Executive Director of the LMC. 2119 Lake Augusta Dr. Entire process Mendota Heights, MN 55120 Total: $20,500 Guarantees: they will not solicit any existing (612-581-9972) employees for 2 years; they will not solicit any www.mercergroupinc.com Partial Service: $10,250 + placed city manager ever; they will continue the $4,000 expenses search process if initial results do not yield good Excludes background candidates at no cost (except expenses); if the checks, interviews and placed candidate leaves within 24 months, they negotiations will conduct a new search at no additional cost Total: $14,250 (except expenses).
Search time est. 90-120 days Searches: LOGIS, DCC, LMC, Eagan 2. GovHR $14,000 + $5,500 expenses + Pres. Heidi Voorhees is formerly of the Karl Nollenberger, VP $2,000 advertising PAR Group, which was the firm used in 630 Dundee Rd. Suite 130 (inc. 3 visits by the the 2001 search that resulted in Bob Northbrook, IL 60062 consultant) Larson; PAR Group was recognized as a (847-533-0145) major manager search firm in Midwest. www.govhrusa.com Total: $21,500 GovHR was started in 2009.
Guarantees: they will continue the search if initial results do not yield good Search time est. 90 days candidates at no additional cost (except expenses); if the placed candidate leaves within 24 months, they will conduct a new search at no additional cost (except expenses).
Searches: Pekin IL, Webster City, IA (sample brochure is attached) 3. BCG Full Service: $27,500 + Mr. Brull was formerly with Personnel Harry Brull expenses (billed at cost) Decisions. He has a good reputation and a 5417 12 Ave. S. database of all current City Managers in Minneapolis, MN 55417 Can choose a la carte Midwest. (612-414-8998) services Guarantee: if the placed candidate leaves within www.bcgconsultinggroup.com Search time est. 90 days 24 months, they will conduct a new search at no additional cost (except expenses).
Searches: Edina, Brooklyn Center, Bloomington Police Chief, Mendota Heights
City of West St. Paul, Minnesota
Proposal for Executive Search Services for
City Manager
January 17, 2017
2119 Lake Augusta Drive Mendota Heights, MN 55120 612-581-9972 E-mail: [email protected] January 17, 2017
VIA E-MAIL: [email protected] Ms. Korine Land City Attorney City of West St. Paul Levander, Gillen & Miller, P.A. 633 Concord Street S. #400201 4th St. SE South St. Paul, MN 55075
Dear Ms. Land:
On behalf of the Mercer Group, Inc. I am pleased to submit this proposal to assist the City of West St. Paul in recruiting nationally for exceptionally well-qualified candidates for the position of City Manager. This proposal is based on our recent conversation and presents the Mercer Group’s standard approach for this type of recruitment. It also outlines a modified approach should the City decide not to use all of the firm’s normal services. We would be very willing to adapt our standard process or modified approach to meet your needs.
The Mercer Group, Inc. is the largest and most experienced nationwide public sector search firm and has extensive experience in conducting city manager and administrator searches throughout the United States.
The mission of The Mercer Group, Inc. is to make our clients proud that they engaged us to provide management consulting services for them. If selected to conduct the search, we would have no difficulty beginning the project immediately and expediting our work to ensure a smooth and successful process.
If the Mercer Group, Inc. is selected, I will be the lead consultant overseeing this search and will be assisted by President James L. Mercer. Mr. Mercer possesses extensive national public sector executive recruiting experience. I served as City Manager in Minnetonka and as Executive Director of the League of Minnesota Cities.
PINPOINTING WORKABLE SOLUTIONS FROM OUR OFFICES NATIONWIDE www.mercergroupinc.com
Ms. Korine Land City of West St. Paul, MN Page Two January 17, 2017
Since joining the Mercer Group, Inc. over a year ago, I have worked with Mr. Mercer on recruitments for the City Administrator and Finance Commissioner positions in Poughkeepsie, NY; the Executive Director of the California League of Cities and the Executive Director of the Rhode Island League of Cities and Towns. I have been the lead consultant on recruitments for the Executive Director of the Dakota Communications Center and the Local Government Information Systems (LOGIS) Public Safety Applications Manager positions. West St. Paul is a member of both organizations. Justin Miller (Lakeville City Administrator and DCC Executive Committee Chair) and Mike Garris (LOGIS Executive Director) can give you a candid assessment of my performance with those recruitments.
This combination of Mr. Mercer’s national experience and knowledge of potential national candidates for this position along with my extensive Minnesota based knowledge and experience will bring West St. Paul the best possible assistance in this critical recruitment. (Please see www.mercergroupinc.com for information about our firm and about current searches that we are conducting.)
Thank you for the opportunity to respond to this important assignment. This proposal is valid for ninety (90) days from receipt by the City of West St. Paul. I look forward to personally discussing this proposal with you. Please contact me if you have any questions.
Sincerely yours,
THE MERCER GROUP, INC.
James F. Miller Senior Vice President [email protected] 612-581-9972
Enclosure
City of West St. Paul, Minnesota
Proposal for
Executive Search Services
City Manager
January 17, 2017
THE MERCER GROUP, INC. [email protected] 2119 Lake Augusta Drive Mendota Heights, MN 55120 612-581-9972
TABLE OF CONTENTS
Cover Letter
Section Page No.
I. INTRODUCTION, BACKGROUND AND OBJECTIVES ...... 1-2
A. Introduction and Background B. Objectives of the Search Process
II. WORK PLAN AND SCHEDULE AND EQUAL OPPORTUNITY STATEMENT….3-7
A. Work Plan 1. Position Analysis 2. Recruitment Process 3. Resume Review 4. Candidate Screening 5. Background Investigation 6. Interview Process 7. Negotiation and Follow-up B. Schedule C. Equal Employment Opportunity Statement
III. COST PROPOSAL ...... 8-9
IV. FIRM QUALIFICATIONS AND STAFFING ...... 10-11
A. Firm Qualifications B. Resumes of Our Key Search Staff
V. THE MERCER GROUP, INC. GUARANTEES ...... 12
VI. ACCEPTANCE AND SAMPLE AGREEMENT ...... 13-15
APPENDICES
A. Similar Searches……………..……………………………………………………..16 B. References…………………………………………………...... 17-20
I. INTRODUCTION, BACKGROUND AND OBJECTIVES
This section presents our understanding of the City of West St. Paul’s likely requirements for this search, as well as the objectives and scope of the project, based on previous similar searches the firm has conducted. As noted in the transmittal letter, we are very open to modifying this proposal to meet the City’s specific needs if different from the approach presented herein.
A. Introduction and Background
We would expect that: • The City is seeking "turn-key" executive search services and support in connection with the recruitment of a City Manager.
• Services normally required include: position analysis and preparation of a position profile; a comprehensive national recruitment for the position; inviting potential candidates to apply; reviewing and screening applications; conducting interviews, reference checks and background checks of selected candidates; recommending a list of final candidates; coordinating final interviews; negotiating; and following up.
B. Objectives
The objectives that we will meet in order to help find the best qualified candidates for the position are as follows: • Conduct an assessment to identify desired qualifications for the new City Manager.
• Reconcile any differences in points of view with regard to desired qualifications for the position.
• Develop a comprehensive position profile.
• Encourage top level people (including through outreach to women and persons of color) to apply who may otherwise be reluctant to respond to an advertisement.
• Comply with appropriate personnel regulations and state laws (e.g., Data Practices, Open Meeting, EEO, Affirmative Action and ADA).
• Independently and objectively assess the qualifications and suitability of candidates for the position.
• Recommend a pool of finalist candidates to the City Council. (For the balance of this proposal, it is assumed that the Mercer Group, Inc. will be working directly with the City Council as the appointing authority. We understand the City may also wish to create a Council sub-committee or a committee of council members and others such as the City Attorney to review applications and possibly conduct preliminary interviews.)
• Coordinate finalist candidate interviews with the City Council. 1.
• Supply all qualified applicants with an information packet of relevant information.
• Respond to all candidate inquiries and produce all correspondence throughout the search as requested.
• Keep the City Council closely involved in key decisions and informed of our progress.
• Assist the City Council in reaching a final decision.
• Assist in negotiating a compensation package with the successful candidate.
• Assist the City Council in establishing criteria for evaluating the new City Manager’s performance.
• Follow-up with the City Council and the new City Manager during the first year to determine if adjustments are necessary.
2.
II. OUR WORK PLAN, SCHEDULE AND EQUAL OPPORTUNITY STATEMENT
This section presents our normal work plan and schedule that we recommend for this search project.
A. Work Plan
1. Position Analysis
We will have extensive consultation with the City Council and any others it selects to determine the vision/mission, goals and objectives, needs and issues and requirements of the job, and to obtain information about the environment within which the position functions. During this process, we will conduct individual interviews with the City Council, department heads, key staff, and others of your choice such as community leaders to identify expectations, perceptions, and concerns regarding the position. This is a critical component of the recruitment process because finding the best candidates involves more than identifying those applicants with the most experience or education; it requires identifying those who best meet the specific needs of the City of West St. Paul and who possess the management style best suited to be an effective contributor to the City’s leadership team.
Based on those meetings, we will prepare a draft position profile and review it with the City Council to arrive at a general agreement regarding the specifications for the position. The final position profile will include information about the community, major issues to be faced, the position, and the selection criteria established. Again, it is critical that the profile accurately convey the City’s needs and expectations and not merely be boilerplate or a promotion document.
2. Recruitment Process
Because we have recently completed similar searches, we will first review our database to determine those candidates whom we may already know and/or already have on file who may meet the City’s specifications.
Although this process is valuable, we will also rely heavily on our own contacts and experience. In other words, through "networking", we will conduct a nation-wide professional search for the best qualified candidates and invite them to apply for the position.
We will provide the City with advertising options with varying degrees of cost and their associated benefits. Based on our discussions with the City, we will place ads in professional journals, online at appropriate websites, and in various minority and women's publications to encourage applicants to apply.
3.
3. Resume Review
We will review and analyze each applicant's background and experience against the position description criteria. We will acknowledge all resumes received and keep candidates informed of their status.
4. Candidate Screening
Criteria for the preliminary screening will be contained in the approved "Recruitment Profile". They may include such items as education, technical knowledge, experience, accomplish- ments, management style, personal traits, etc. Screening of candidates against those criteria will be based on data contained in the resumes and other data provided by the candidates and on our knowledge of the organizations in which they work. At this stage, each must meet the minimum qualifications specified in the Recruitment Profile.
We will be responsible for screening the applications received. By careful analysis of resumes and other available information, we will identify the applicants with the strongest apparent qualifications consistent with the desired qualifications and characteristics identified earlier.
Based on the preceding steps, we will compile a list of 8 -12 semi-finalists for the City Manager position. We will conduct preliminary interviews with each of these candidates to further assess their fit for the City of West St. Paul. We will then prepare a written summary on each covering, but not be limited to: 1) present position, 2) total years’ experience, 3) salary requirements, 4) education, 5) previous positions held, 6) notable projects, 7) management style, 8) skills and abilities, 9) interests, and 10) professional goals.
This information will be presented to the City Council in a detailed written format. Based on discussions with the City Council, the goal is to identify a group of 5-7 finalists. The City Council will make the final decision on which and how many candidates will be interviewed.
We will then request that all finalists provide us in writing with substantial information about their accomplishments and their management style and philosophy. This information will be verified and, at the City’s option, may be further tested by having them complete management and leadership style inventories. We also strongly recommend finalists be interviewed by an industrial psychologist. We have worked with the Martin-McAllister firm in Minneapolis with very good results and would recommend their services.
5. Background Investigations
As part of our process in evaluating top candidates, we make detailed and extensive reference checks. In conducting these, it is our practice to speak directly to individuals who are now or have previously been in a position to evaluate the candidate’s job performance.
We ask each candidate to provide us with at least six references. We then network these references to other persons who know the candidate. In this way, we thoroughly evaluate each candidate. For example, we have talked to as many as 23 references concerning a single finalist candidate. 4.
These references and evaluations are combined to provide frank and objective appraisals of the top candidates. We also identify past employment difficulties, if any, including reasonable due diligence on any legal action filed against current or former employers.
As part of our evaluation process, we verify undergraduate and graduate college degrees. We arrange for credit checks, criminal checks, and, as mentioned, as an additional option can arrange for psychological (or similar) testing of the candidates that may be desired.
6. Interview Process
We will provide the City Council with our recommendations relative to timing, sequencing, location, setting, format, and conduct of interviews with the finalists. We will provide information about trends in employment, employment contracts and agreements, relocation expenses, perquisites, appropriate role for spouses, receptions, etc. We will work with the City Attorney and/or others as requested to arrange schedules for top candidate interviews with the City Council and will coordinate the process.
7. Negotiation and Follow-up
We will also assist in the negotiation process relative to salary, benefits and other conditions of employment. We feel that we can be especially helpful because we have proposed a fixed fee rather than one based on a percentage of salary. If an agreement cannot be reached, we will work with the City Council to select an alternate candidate.
We will properly handle any and all media relations as requested. Unless otherwise directed, it is our standard practice to tell all media that we are working on behalf of the City and that any public statement should come directly from the person(s) designated by the City. We will maintain confidentiality of candidate information, to the degree possible, under Minnesota law.
Finally, we will notify all unsuccessful candidates who were not recommended for interview when the final decision is reached. We suggest, however, that it is more proper for the Mayor to notify all unsuccessful interviewed candidates of the final result.
Once the new City Manager has been on board for 30 days or so, if desired, we will conduct a session with the City Council and new City Manager to establish mutual performance criteria and goals for the position. We will follow-up periodically during the first year in order to make any adjustments that may be necessary.
We will keep the City Council closely informed and involved in decisions concerning the search process at all times. We will send bi-weekly e-mail updates and a formal progress report at the mid-point of the search. These reports will discuss progress on the recruitment and specific steps to be taken to meet the City’s deadlines and an include itemization of expenses incurred to date and expected to be incurred during each succeeding project step.
5.
B. Schedule Our search process normally takes about 90 to 120 days from date of approval of the Position Profile by the client. The more time we have, within reason, of course, the more effectively we can conduct thorough evaluation and background checks on finalist candidates.
RECRUITMENT PROCESS
City Council Approval January 23, 2017
Kickoff meeting and interviews with City Council and others January 24 – 27, 2017 to be interviewed
Draft Recruitment Brochure to City Council for Review and February 3, 2017 Approval
Color Recruitment Brochure to City Council for Review and February 13, 2017 Approval
Access Data Base, Place Ads and Kick Off Search Process February 14, 2017
Send Recruitment Brochure/Invitation Letter February 14 – 16, 2017
Follow-up Telephone Calls and Receipt of Applications February 20 – March 31, 2017
Cutoff Date for Receipt of Applications March 31, 2017
Meet with City Council to Review Short List of Candidates April 13, 2017
Conduct Reference and Background Checks April 13 – 27, 2017
Send Comprehensive Report on Top 5 Candidates to City April 28, 2017 Council
City Council Interviews on Top 5 Candidates May 4 –5, 2017
City Council Makes Selection May 8, 2017
Negotiate Agreement May 8 – 10, 2017
Close of Search Process May 11, 2017 Selected Candidate On-Board 30/60 days later
This schedule could be condensed or expanded somewhat, depending on the City’s needs.
6.
C. Equal Employment Opportunity Statement
It is the policy of The Mercer Group, Inc., to assure equal opportunity based on ability and fitness for all employees or applicants considered for our client organizations regardless of race, color, religion, sex, age, marital or veteran's status, national origin, or the presence of any sensory, mental or physical disability. Such policy shall apply, but not be limited to, hiring, placement, job classification, transfer or promotion, demotion, recruitment, advertising or solicitation for employment, rates of pay or other forms of compensation, selection for training, career develop- ment, layoff or termination.
This policy shall be disseminated to clients, subcontractors, suppliers and prospective applicants. The intent of this policy will apply to internal operations, recruitment and consulting activities conducted by our firm.
7.
III. COST PROPOSAL
Our fee for the services outlined is $15,000 plus not-to-exceed expenses of $5,500. Our cost to conduct a partial search for the City Manager position is $10,250 plus $4,000 in not-to-exceed expenses. Items typical of a similar search with their associated costs are broken down as follows:
Full Search: Position Analysis ...... $ 2,000 Outreach Campaign ...... 2,000 Resume Review ...... 1,500 Candidate Screening ...... 4,000 Background Investigation ...... 4,000 Interview Process ...... 1,000 Negotiation and Follow-up ...... 500 TOTAL FEE ...... $15,000
For a full search, not-to-exceed expenses of $5,500 are for consultant travel, lodging and per diem, telephone, correspondence, advertising, research, sourcing, reference and background investigation, data assemblage and distribution, and report preparation.
A second tier of pricing would include the following, but in this instance the guarantees would not attach:
Position Analysis ...... $ 2,000 Outreach Campaign ...... 2,000 Resume Review ...... 1,750 Candidate Screening ...... 4,500 TOTAL FEE ...... $10,250
For a partial search, not-to-exceed expenses of $4,000 are for consultant travel, lodging and per diem, telephone, correspondence, advertising, research, and sourcing. As previously noted, we can further modify this proposal if necessary to meet the City’s needs.
Because of our other ongoing consulting and search work and our experience and because we will be conducting most of this recruitment from our Minnesota office, expenses should be considerably less than budgeted. The cost for final candidates to travel to interview with the City is not included. Such costs are typically paid by the client on a reimbursement basis, directly to the candidates. These costs are extremely difficult to estimate because they depend on where the candidates are located. Typically, out-of-state costs run about $750 to $1,000 per person.
The City’s liability to The Mercer Group, Inc. for services rendered under this agreement will not exceed the agreed upon price unless an increase is authorized by the City in writing.
8.
We will submit regular invoices for fees and expenses. It is our practice to bill one-third at the start of the search, one-third upon delivery of the semi-finalist application materials, and one-third upon delivery of the Final Report (Interview Guide with candidate information). Each invoice is due and payable upon receipt for professional services. Expenses will be billed at the end of the search.
We will comply with all applicable laws, rules and regulations of federal, state and local government entities.
We will, to the degree possible, preserve the confidential nature of any information received from you or developed during the work in accordance with our professional standards and Minnesota law.
We assure you that we will devote our best efforts to carrying out the engagement. The results obtained, our recommendations and any written material provided by us will represent our best judgment based on the information available to us. Our liability, if any, will not be greater than the amount paid to us for the services rendered.
This proposal constitutes the agreement between us. It cannot be modified except in writing by both parties. Our agreement will be interpreted according to the laws of the State of Minnesota.
9.
IV. FIRM QUALIFICATIONS AND STAFFING
This section presents our qualifications to conduct projects of this type and describes the staff to be assigned to the search.
A. Firm Qualifications
The Mercer Group, Inc. is an independent management consulting firm incorporated in the State of Georgia and operating nation-wide. The firm was founded by James L. Mercer, a long-term public management consultant.
The Mercer Group, Inc. provides exceptionally high quality management consulting services to state and local governments, transit authorities, health care providers, utilities, special districts, and private sector clients. Specialty practice areas include: executive recruitment, organization and operations analysis, productivity improvement, strategic planning, management systems, compensation/classification/policy studies, privatization, budget evaluation services, government consolidation and organization development, training, and general management consulting. Our key consultants have conducted successful searches for hundreds of public sector organizations nationally and can offer numerous references as testimony of our work. (Please see www.mercergroupinc.com for more information about our firm and about current searches that we are conducting.)
B. Resumes of Our Key Staff
1. James Miller, Senior Vice President - Minnesota Office
Mr. Miller retired in July, 2015, after 22 years as the Executive Director of the League of Minnesota Cities. The League represents over 850 cities providing training for elected and appointed officials, legislative representation, research, insurance, and investment pooling among other services. It has over 100 employees, with a $20 million operating budget and combined assets of about $1 billion in its insurance and investment programs.
Previously, Mr. Miller was City Manager of Minnetonka, Minnesota, for thirteen years. He has forty-five years of local government experience and has worked in seven cities in five states, including: Eau Claire, Brown Deer, and Janesville, Wisconsin; Phoenix, Arizona; Monroeville, Pennsylvania; and Des Moines, Iowa.
During his tenure with the League, he helped it evolve into one of the preeminent state municipal associations in the country. With a particular emphasis on effective governance, the League's systemic program of effective governance practices was included as a case study in the recent book Transformational Governance published by the American Society of Association Executives. Upon his retirement, the League Board of Directors renamed its annual leadership award, given at its annual conference to an outstanding local government practitioner, to the James F. Miller Leadership Award. 10.
He has served on numerous Boards of Directors including the National League of Cities and as chair of its Risk Information Sharing Consortium, a membership association of state league sponsored risk sharing pools in 34 states and two Canadian provinces. He is also a Past President of the League of Minnesota Cities. In 1991, Governor Carlson appointed him to the Minnesota Advisory Commission on Intergovernmental Relations.
He holds a BA degree (University of Wisconsin - Eau Claire) two MPA degrees (University of Pittsburgh and Nova Southeastern University) and a DPA degree (Nova Southeastern University) and was awarded a Bush fellowship to attend the Program for Senior Executives in State and Local Government at Harvard University. He has served as adjunct and assistant professor at Hamline University where he taught graduate courses in public administration and leadership and management. He held a similar position at Drake University in Des Moines, Iowa.
In 1995 he was awarded the Lloyd Short Award for Outstanding Contributions to the Field of Public Administration presented by the Minnesota Chapter of the American Society for Public Administration. Hamline University is now creating an endowed scholarship for graduate students interested in a career in local government in his name. Mr. Miller has extensive experience in all aspects of local government.
2. James L. Mercer, President/CEO - Atlanta and Santa Fe Offices
Mr. Mercer holds a Master of Business Administration degree from the University of Nevada, Reno, and a Bachelor of Science degree in Industrial Management from the same institution. He has also received a Certificate in Municipal Administration from the University of North Carolina at Chapel Hill and is a graduate of the Executive Development Program at Cornell University. Mr. Mercer is a Certified Management Consultant (CMC) and has more than 30 years of experience in executive search and management consulting. He has authored or co-authored five books and has written more than 250 articles on various management topics. His experience covers the following functional areas: executive search, organization and operations analysis, management systems, productivity improvement, seminars/training, goal setting, strategic planning, privatization, government, consolidation, and general consulting.
Prior to founding The Mercer Group, Inc., Mr. Mercer held positions as President of Mercer, Slavin & Nevins, Inc.; Regional Vice President of Wolfe & Associates, Inc.; as Partner and Vice President of Korn/Ferry International; General Manager of Battelle Southern Operations; National Program Director for Public Technology, Inc.; and Assistant City Manager of Raleigh, North Carolina. He has also been President of James Mercer & Associates, Inc., and has served as Director of Government Consulting Services for Coopers & Lybrand in the Southeast and Southwest United States, as well as Director of the Industrial Extension Division for Georgia Tech.
Time Commitments
Our firm and the principals listed have the quality time to devote to this search so as to meet the City of West St. Paul’s needs.
11.
V. THE MERCER GROUP, INC. GUARANTEES
The ten (10) guarantees of our search work are explained below:
1. Client Organization: The client is defined as the entire entity, including all departments, divisions, sections and groups. This assures that all of our guarantees apply to the entire client organization. 2. Two-Year Off Limits: We will not recruit candidates from a client organization for two years after completion of a search assignment without the full agreement of the client. 3. Placement Off Limits Forever: We will never recruit a candidate whom we have placed in a client organization as long as he/she is employed by that organization without the full agreement of the client. 4. Continue the Search: If, for any reason, the client does not feel comfortable selecting a candidate from our original recommended group of candidates, we will continue the search until the client can make a selection. The only caveat is that we may need to charge additional out-of-pocket expenses only for this additional work. 5. Replacement of Successful Candidate: If the candidate we place with the client leaves the client organization for any reason during the 24 month period following the date of placement with the client, we will replace the candidate for the out-of-pocket expenses only that it costs us to make the new placement. 6. Parallel Candidate Presentation: We will not present a candidate simultaneously to more than one client. This permits our firm to represent one client organization without any conflicts of interest. 7. Client Conflicts: If asked, we will disclose to our clients the names of the organizations which are "Off Limits" that logically would be target organizations on the new search assignment. We do not anticipate any such conflicts for this recruitment. 8. Deceptive/Misleading Search Techniques: We commit to our clients and to our prospective candidates that we will not use any search techniques which may be considered as deceptive or misleading. 9. Resume Floating: We will not float resumes to organizations in the hopes that we can collect a fee if that individual is hired. 10. Not Represent Individuals: We assure our clients and individuals who may become candidates that we will not collect a fee from candidates whom we may recommend for a position.
12.
VI. ACCEPTANCE AND SAMPLE AGREEMENT
This proposal is accepted for the City of West St. Paul, Minnesota, by:
SIGNATURE:
NAME:
TITLE:
DATE:
13.
Sample Agreement
AGREEMENT This AGREEMENT, made as of this day of , 2017, by and between THE MERCER GROUP, INC. and THE CITY OF WEST ST. PAUL, MINNESOTA. WITNESSETH: WHEREAS, The City of West St. Paul, Minnesota, (hereinafter referred to as the "City") has made a request for proposals to hire an executive recruiter to conduct a search for a City Manager, and WHEREAS, The Mercer Group, Inc. (hereinafter referred to as "Mercer") has submitted a proposal in response to the City's request; and WHEREAS, the City has selected Mercer's proposal as the proposal which best meets its needs and the City desires to hire Mercer to conduct the City’s search for a new City Manager, and NOW THEREFORE, in consideration of the following mutual covenants and other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged by all parties hereto, Mercer and the City hereby agree as follows: 1. Mercer agrees to provide services and support to the City in the conduct of the City's search for a City Manager. Mercer agrees to conduct the City’s project in accordance with scope of services outlined in its Proposal to the City dated January 17, 2017 in response to the City’s request for proposal. Mercer's proposal is incorporated by reference and thus made a part of this Agreement. 2. The City agrees to compensate Mercer for its services in the amount of $15,000 for professional services and not-to-exceed $5,500 in expenses to conduct a full search for City Manager or, as an alternative, the City agrees to compensate Mercer for its services in the amount of $10,250 for professional services and not-to-exceed $4,000 in expenses to conduct a partial search for City Manager. Payments to Mercer are to be made as outlined on page 9 of Mercer's proposal to the City. The City and Mercer both agree that this Agreement shall be governed by the laws of the State of Minnesota. 4. The City and Mercer both agree that in the event that any dispute arises between the parties, the complaining party shall promptly notify the other of the dispute in writing. Each party shall respond to the other party in writing within ten (10) working days of receipt of such notice. 5. The City and Mercer both agree that any amendments to this Agreement shall be made in writing, and executed by both parties. No proposed amendment which is not in writing and executed by both parties shall affect the terms of this Agreement. 6. The parties shall have the right at either party’s convenience to terminate this Agreement following ten (10) days written notice to the affected party. Should either party terminate this Agreement the City shall only be obligated to pay Mercer for those services already provided.
14.
CITY OF WEST ST. PAUL, MINNESOTA
BY:
ATTEST:
THE MERCER GROUP, INC.
BY: James L. Mercer, President/CEO Certified Management Consultant (CMC)
15.
APPENDIX A: PREVIOUS AND CURRENT SEARCHES
Examples of our relevant executive search experience follow:
Local Government Information Systems – Public Safety Applications Manager
Dakota Communications Center – Executive Director
League of Minnesota Cities – Executive Director
League of California Cities – Executive Director
League of Rhode Island Cities and Towns – Executive Director
City of Poughkeepsie, NY – City Administrator
City of Scottsdale, AZ – City Manager
City of Las Cruces, NM – City Manager
City of Joplin, MO – City Manager
City of Portsmouth, VA – City Manager
City of Des Moines, IA – City Manager
City of Augusta GA – City Administrator
City of College Park, MD – City Manager
City of Bowie, MD – City Manager
City of Great Falls, MT – Deputy City Manager
City of Largo, FL – City Manager
City of St. Cloud, FL – City Manager
City of Lebanon, NH – City Manager
16.
APPENDIX B: REFERENCES
You may contact any of the following clients and placements for references on the executive search work of Mr. Mercer:
Mr. Dave Osberg, Administrator City of Eagan 3830 Pilot Knob Rd Eagan, MN 55122 651-675-5007 [email protected]
Honorable Mike Bodker, Mayor City of Johns Creek; population 76,728 12000 Findley Road, Ste 400 Johns Creek, Ga 30097 678-512-3313 [email protected]
Mr. Brian Dalke, City Manager City of Goodyear; population 65,275 190 Litchfield Road Goodyear, AZ 85338 623-882-7051 [email protected]
Ms. Wynette Reed, Deputy City Manager City of Goodyear 190 Litchfield Road Goodyear, AZ 85338 623-882-7058 [email protected]
Mr. Ed Zuercher, City Manager City of Phoenix; population 1,400,000 200 W Washington Street, 12th Floor Phoenix, AZ 85003 602-262-6941 [email protected]
Mr. Steve Miller, Member of the Board of Supervisors Pinal County; population 375,770 31 N Pinal Street Florence, AZ 85132 520-509-3555 [email protected]
17.
Mr. Tom Beehan, Retired Mayor City of Oak Ridge; population 29,419 21 East Tennessee Avenue Oak Ridge, TN 37830 865-964-5804 [email protected]
Ms. Kristy Stallings, Deputy City Manager City of Overland Park; population 131,260 8500 Santa Fe Drive Overland Park, KS 66212 913-895-6152 [email protected]
The Honorable Randy Casale, Mayor City of Beacon; population 15,541 1 Municipal Plaza Beacon, NY 12508 845-838-5011 [email protected]
Ms. Elizabeth S. Rathburn, Assistant to the Chief of Police Hanover Police Department 46 Lyme Road Hanover, NH 03755 603-640-3327 [email protected]
Mr. Mark Watson, City Manager City of Oak Ridge; population: 35,558 200 W Tulane Avenue Oak Ridge, TN 37830 865-425-3550 [email protected]
Honorable Marilyn Hatley, Mayor City of North Myrtle Beach; population 14,827 1018 Second Avenue South North Myrtle Beach, SC 29582 843-280-5526 [email protected]
Mr. Robert Farrar, Assistant City Manager City of Bangor; population 32,673 73 Harlow Street Bangor, ME 04401 207-992-4202 [email protected] 18.
Mr. Glenford Shibley, Council President City of Coventry; population 35,014 1670 Flat River Road Coventry, RI 08216 401-525-6705 [email protected]
Ms. Suzanne Ludlow, City Manager City of Takoma Park; population 17,721 7500 Maple Drive Takoma Park, MD 20732 301-891-7229 [email protected]
You may contact any of the following clients and placements for references on the executive search work of Mr. Miller:
Mr. Justin Miller, City Administrator City of Lakeville 20195 Holyoke Ave. Lakeville, MN 55044 952-985-4401 [email protected] Dakota Communications Center Executive Director search
Mr. George Tourville, Mayor City of Inver Grove Heights 8415 Cooper Way Inver Grove Heights, MN 55076 651-450-2507 [email protected] Dakota Communications Center Executive Director search
Mr. Mike Garris, Executive Director Local Government Information Systems (LOGIS) 5750 Duluth St. Golden Valley, MN 55422 763-543-2630 [email protected] Public Safety Applications Manager search
19.
Ms. Val Sommerville Former Duchess County, NY Budget Director Poughkeepsie, NY Commissioner of Finance Search Team Leader 845-797-5412 [email protected] City of Poughkeepsie City Administrator and Finance Commissioner searches
Ms. Anne Saylor Chief of Staff Mayor’s Office Poughkeepsie, NY 845-468-3638 [email protected] City of Poughkeepsie City Administrator and Finance Commissioner searches
20.
January 19, 2017
Ms. Korine Land City Attorney City of West St. Paul Levander, Gillen & Miller, P.A. 633 South Concord Street, Suite 400 Saint Paul, MN 55075
Dear Ms. Land:
Thank you for the opportunity to provide you with a proposal for the City of West St. Paul’s City Manager recruitment and selection process. GovHR USA (“GovHR”) prides itself on a tailored, personal approach to executive recruitment and selection, able to adapt to your specific requirements for the position.
Qualifications and Experience
GovHR is a public management consulting firm serving municipal clients and other public sector entities on a national basis. Our headquarters offices are in Northbrook, Illinois. We are a certified Female Business Enterprise in the State of Illinois, and work exclusively in the public sector. GovHR offers customized executive recruitment services and completes other management studies and consulting projects for communities. Please note the following key qualifications of our firm:
Since our establishment in 2009, our consultants have conducted hundreds of recruitments in 24 states, with an increase in business of at least 30% each year. Twenty-eight (28%) of our clients are repeat clients, the best indicator of satisfaction with our services.
Surveys of our clients show that 94% rate their overall experience with our firm as Outstanding, and indicate that they plan to use our services or highly recommend us in the future.
Our state of the art processes, including extensive use of social media for candidate outreach and skype interviews with potential finalist candidates, ensure a successful recruitment for your organization.
Our high quality, thorough Recruitment Brochure reflects the knowledge we will have about your community and your organization, and will provide important information to potential candidates.
We provide a two-year guarantee for our recruitments. Less than 1% of our clients have had to invoke the guarantee.
The firm has a total of twenty-two consultants, both generalists and specialists (public safety, public works, finance, parks, etc.), who are based in Arizona, Florida, Illinois, Indiana, Michigan, and Wisconsin, as well as five reference specialists and eight support staff.
630 Dundee Road, Suite 130, Northbrook, Illinois 60062 Local: 847.380.3240 Toll Free: 855.68GovHR (855.684.6847) Fax: 866.401.3100 GovHRUSA.com
EXECUTIVE RECRUITMENT • INTERIM STAFFING • MANAGEMENT AND HUMAN RESOURCE CONSULTING
page 2
Our consultants are experienced executive recruiters who have conducted over 600 recruitments, working with cities, counties, special districts and other governmental entities of all sizes throughout the country. In addition, we have held leadership positions within local government, giving us an understanding of the complexities and challenges facing today’s public sector leaders.
GovHR is led by Heidi Voorhees, President, and Joellen Earl, Chief Executive Officer. Ms. Voorhees previously spent 8 years with the nationally recognized public sector consulting firm, The PAR Group, and was President of The PAR Group from 2006 – 2009. Ms. Voorhees has conducted more than 240 recruitments in her management consulting career, with many of her clients repeat clients, attesting to the high quality of work performed for them. In addition to her 12 years of executive recruitment and management consulting experience, Ms. Voorhees has 19 years of local government leadership and management service, with ten years as the Village Manager for the Village of Wilmette. Ms. Earl is a seasoned manager, with expertise in public sector human resources management. She has held positions from Human Resources Director and Administrative Services Director to Assistant Town Manager and Assistant County Manager. Ms. Earl has worked in forms of government ranging from Open Town Meeting to Council-Manager and has supervised all municipal and county departments ranging from Public Safety and Public Works to Mental Health and Social Services.
Consultant Assigned
GovHR Vice President Karl Nollenberger will be responsible for your recruitment and selection process. His contact information is: telephone (847) 533-0145 and email [email protected]. Dr. Nollenberger’s biography is attached to this Proposal.
A complete list of Dr. Nollenberger’s and GovHR’s clients is available on our website at www.govhrusa.com.
References
The following references can speak to the quality of service provided by GovHR:
Pekin, IL (City Manager, 2016) – Karl Nollenberger John McCabe Mayor 111 South Capitol Street Pekin, IL 61554 309-477-2300 [email protected]
Webster City, IA (City Manager, 2016) – Karl Nollenberger John Hawkins Mayor 400 Second Street Webster City, IA 50595 515-832-9151 [email protected]
City of Cambridge, Massachusetts (Manager, 2016) – Heidi Voorhees and Joellen Earl Sheila Keady Rawson Human Resources Director and Search Committee Co-Chair [email protected] page 3
David Maher Councilmember and Search Committee Co-Chair [email protected] 795 Massachusetts Avenue Cambridge, MA 02139 617-349-4000
Scope of Work
A typical recruitment and selection process takes approximately 175 hours to conduct. At least 50 hours of this time is administrative, including advertisement placement, reference interviews, and due diligence on candidates. We believe our experience and ability to professionally administer your recruitment will provide you with a diverse pool of highly qualified candidates for your position. GovHR clients are informed of the progress of a recruitment throughout the entire process. We are always available by mobile phone or email should you have a question or need information about the recruitment.
GovHR suggests the following approach to your recruitment, subject to your requests for modification:
Phase I – Position Assessment, Position Announcement and Brochure Development
Phase I will include the following steps:
One-on-one interviews will be conducted with elected officials, staff and the public to develop our Recruitment Brochure. This important document outlines the expectations that the City Council has for its next City Manager, providing us with the information we need to target our recruitment. During this process, we will assist you with establishing the salary for the City Manager by conducting a salary survey of comparable communities, if requested.
Development of a Position Announcement.
Development of a detailed Recruitment Brochure for your review and approval.
Agreement on a detailed Recruitment Timetable – a typical recruitment takes 90 days from the time you sign the contract until you are ready to appoint the finalist candidate.
Phase II – Advertising, Candidate Recruitment and Outreach
We make extensive use of social media as well as traditional outreach methods to ensure a diverse and highly qualified pool of candidates. In addition, our website is well known in the local government industry – we typically have 5,000 visits to our website each month. Finally, we develop a database customized to your recruitment and can do an email blast to thousands of potential candidates.
Phase II will include the following steps:
Placement of the Position Announcement in appropriate professional online publications. In addition to public sector publications and websites, outreach will include LinkedIn and other private sector resources. We can provide the Council with a list of where we intend to place the position announcement, if requested.
The development of a database of potential candidates from across the country unique to the position and to West St. Paul, focusing on the leadership and management skills identified in Phase I as well as size of organization, and experience in addressing challenges and opportunities also outlined in Phase I. This database can range from several hundred to thousands of names depending on the parameters established for the outreach. Outreach will be page 4
done in person, and through e-mail and telephone contacts. GovHR consultants have extensive knowledge of the municipal government industry and will personally identify and contact potential candidates. With more than 600 collective years of municipal and consulting experience among our consultants, we often have inside knowledge about candidates.
Phase III – Candidate Evaluation and Screening
Phase III will include the following steps:
Review and evaluation of candidates’ credentials considering the criteria outlined in the Recruitment Brochure.
Candidates will be interviewed by skype or facetime to fully grasp their qualifications, experience and interpersonal skills. The interviews include asking specific questions about their experiences and skill sets as well as asking questions specific to the City Manager. We will ask follow up questions and probe specific areas. By utilizing skype or facetime we will have an assessment of their verbal skills and their level of energy for and interest in the position.
Optional: One-way video Interview where finalist candidates answer interview questions on their own time. It's convenient for them and incredibly insightful for you. A link to each candidate video can be emailed to you for your review.
Formal and informal references and an internet/social media search of each candidate will be conducted to further verify candidates’ abilities, work ethic, management and leadership skills, analytical skills, interpersonal skills, ability to interact with the media, and any areas identified for improvement.
All résumés will be acknowledged and contacts and inquiries from candidates will be personally handled by GovHR, ensuring that the City’s process is professional and well regarded by all who participate.
Phase IV – Presentation of Recommended Candidates
Phase IV will include the following steps:
GovHR will prepare a Recruitment Report that presents the credentials of those candidates most qualified for the position. You will advise us of the number of reports you will need for the individuals involved in this phase of the recruitment and selection process. We provide a binder which contains the candidate’s cover letter and résumé. In addition, we prepare a “mini” résumé for each candidate, so that each candidate's credentials are presented in a uniform way. GovHR will provide you with a log of all candidates who applied. You may also review all the résumés, if requested.
GovHR will meet with you on-site to review the Recruitment Report and expand upon the information provided. The report will arrive two to three days in advance of the meeting, giving you the opportunity to fully review it. In addition to the written report, we will spend 2 to 3 hours discussing the candidates by reviewing their skype interviews and providing excerpts from the references we will have conducted on the individuals.
Phase V –Interviewing Process
Phase V will include the following steps:
page 5
After the Recruitment Report is presented, the Interviewing Process will be finalized including the discussion of any specific components you deem appropriate, such as a writing sample or oral presentation.
GovHR will develop the first and second round interview questions for your review and comment. GovHR will provide you with interview books that include the credentials each candidate submits, a set of questions with room for interviewers to make notes, and evaluation sheets to assist interviewers in assessing the candidate’s skills and abilities.
GovHR will work with you to develop an interview schedule for the candidates, coordinating travel and accommodations. In addition to a structured interview with the City, the schedule will incorporate a tour of West St. Paul’s facilities and interviews with senior staff, if the City so desires.
Once candidates for interview are selected, additional references will be contacted, along with verification of educational credentials, criminal court, credit, and motor vehicle and records checks.
GovHR recommends a two-step interviewing process with (typically) five or six candidates interviewed in the first round. Following this round, we strongly suggest that two or three candidates are selected for second round interviews. Again, we will prepare a second round of interview questions and an evaluation sheet.
GovHR consultants will be present for all the interviews, serving as a resource and facilitator.
Phase VI – Appointment of Candidate
GovHR will assist you as much as you request with the salary and benefit negotiations and drafting of an employment agreement, if appropriate.
GovHR will notify all applicants of the final appointment, providing professional background information on the successful candidate.
Optional 360° Evaluation
As a service to the City of West St. Paul, we offer the option to provide you with a proposal for a 360° performance evaluation for the appointed City Manager at about six months into his or her employment. This evaluation will include seeking feedback from both Elected Officials and Department Directors, along with any other constituent the City feels would be relevant and beneficial. This input will be obtained on a confidential basis with comments known only to the consultant. If you are interested in this option, GovHR USA will prepare a proposal for this service.
Recruitment Schedule
A detailed recruitment schedule will be provided in Phase I. The recruitment and selection process typically takes 90 days from the time the contract is signed until the candidate is appointed. We can work with you on a shorter process, should you so desire.
Our typical recruitment process includes the following milestones and deliverables:
Weeks 1 - 2 On-site interviews of City officials and staff, development and approval of recruitment brochure Deliverable: recruitment brochure
page 6
Weeks 3 - 8 Placement of professional announcements; candidate identification, screening, interview and evaluation by consultant
Week 9 Consultant recommendation to Council of qualified candidates Deliverable: recruitment report
Week 10 Selection of candidate finalists by Council; additional background and reference checks, report preparation and presentation Deliverable: interview reports including suggested questions and evaluation sheets
Weeks 11-12 Interviews of selected finalist candidates; Council recommendation of final candidate; negotiation, offer, acceptance and appointment
Summary of Costs Price
Recruitment Fee: $14,000
Recruitment Expenses: (not to exceed) 5,500 Expenses include consultant travel, postage/shipping, telephone, support services, candidate due diligence efforts. copying etc.
Advertising: 2,000* *Advertising costs over $2,000 will be placed only with client approval. If less than $2,000, Client is billed only for actual cost.
Total: $21,500**
**This fee does not include travel and accommodations for candidates interviewed. Recruitment brochures are produced as electronic files. Printed brochures can be provided, if requested, for an additional cost of $900.
The above cost proposal is predicated upon three consultant visits to West St. Paul; the first for the recruitment brochure interview process; the second to present recommended candidates; and the third or the candidate interview process. Any additional consultant visits requested by the Council may result in an increase in the travel expenses and those expenses will be billed to the Client.
Payment for Fees and Services
Professional fees and expenses will be invoiced as follows:
1st Payment: 1/3 of the Recruitment Fee (invoice sent upon acceptance of our proposal).
2nd Payment: 1/3 of the Recruitment Fee and expenses incurred to date (invoice sent following the recommendation of candidates). page 7
Final Payment: 1/3 of the Recruitment Fee and all remaining expenses (invoice sent after recruitment is completed).
Recruitment expenses and the costs for printing the Recruitment Brochure will be itemized in detail. Payment of invoices is due within thirty (30) days of receipt (unless the client advises that its normal payment procedures require 60 days.)
GovHR Guarantee
It is the policy of GovHR to assist our clients until an acceptable candidate is appointed to the position. Therefore, no additional professional fee would be incurred should the Client not make a selection from the initial group of recommended candidates and request additional candidates be developed for interview consideration. Additional reimbursable expenses may be incurred should the situation require consultant travel to West St. Paul beyond the planned three visits.
Upon appointment of a candidate, GovHR provides the following guarantee: should the selected and appointed candidate, at the request of the City or the employee’s own determination, leave the employ of the City within the first 24 months of appointment, we will, if desired, conduct another search for the cost of expenses and announcements only, if requested to do so within six months of the employee’s departure.
In addition, in accordance with the policy of our firm as well as established ethics in the executive search industry, we will not actively recruit the placed employees for a period of five years.
Why Choose GovHR?
We ask you to consider the following as you deliberate:
We are a leader in the field of local government recruitment and selection with experience in more than 24 states, in communities ranging in population from 1,000 to 1,000,000. More than 28% of our clients are repeat clients showing a high level of satisfaction with our work. We encourage you to call any of our previous clients.
We are committed to bringing a diverse pool of candidates to your recruitment process. We network extensively with state, city and county management associations, attending more than 20 state and national conferences each year. In addition, we support and attend the meetings of Women Leading Government, the International Hispanic Network, the California Network of Asian Public Administrators, and the National Forum for Black Public Administrators.
We conduct comprehensive due diligence on candidates. Before we recommend a candidate to you, we will have interviewed them via Skype, conducted reference calls, and media and social media searches. Our knowledge of local government ensures that we can ask probing questions that will verify their expertise.
We are your partners in this important process. You are welcome to review all the resumes we receive and we will share our honest assessment of the candidates.
Our goal is your complete satisfaction. We are committed to working with you until you find the candidate that is the best fit for your position.
We believe we have provided you with a comprehensive proposal; however, if you would like a service that you do not see in our proposal, please let us know. We can most likely accommodate your request.
page 8
This proposal will remain in effect for a period of six months from the date of the proposal. We look forward to working with you on this recruitment and selection process!
Sincerely,
Heidi J. Voorhees President GovHR USA
ACCEPTED BY THE CITY OF WEST ST. PAUL, MINNESOTA
BY:
TITLE:
DATE:
page 9
CONSULTANT BIOGRAPHY
Karl Nollenberger, Ph.D. Vice President
Dr. Nollenberger is Vice President of GovHR USA, specializing in management consulting assignments, executive search and financial evaluation. He has over 34 years of experience in government, management consulting and private sector. He has served in management positions in eight local governments in five states. Dr. Nollengerger has worked on several executive recruitments for GovHR USA and Voorhees Associates, including City Administrator recruitments in Effingham, Illinois and Washington, Iowa, and City Managers in Burlington, Iowa, Webster City, Iowa, Battle Creek and Kalamazoo, Michigan, and Fond du Lac, Janesville and Whitewater, Wisconsin. He is currently conducting City Administrator searches for Bondurant, Iowa and Newton, Iowa.
Dr. Nollenberger has extensive leadership and chief executive experience in city and county governments. While City Manager of Muscatine, Iowa; Richfield, Minnesota; Beaumont, Texas; and Duluth, Minnesota and County Administrator of St. Louis County, Minnesota and Lake County, Illinois, he developed and implemented significant organizational changes. In addition, he implemented financial management policies and systems that stabilized the financial affairs of the communities. Dr. Nollenberger has managed organizations from 200 to 2800 employees. He also served as a Finance Director and as Assistant Finance Director in two communities in Iowa and Colorado.
Dr. Nollenberger worked as a management consultant with one of the then “big eight” accounting firms serving clients in local governments. He performed organizational studies for San Antonio, Arlington, and College Station, Texas and Bella Vista, Arkansas. He performed privatization studies for Austin and Beaumont, Texas. He has performed executive search engagements across the country. In addition, he has been responsible for or participated in financial forecasting and revenue analysis, implementation of personnel classification/compensation programs, productivity analysis and organizational restructuring, organizational effectiveness and team building, employee participation programs, labor relations/negotiations, economic development, downtown redevelopment, and capital budgeting/bond financing. Dr. Nollenberger recently revised the 4th edition text of the ICMA publication Evaluating Financial Condition — A Handbook for Local Government.
Dr. Nollenberger has been responsible for management in the areas of personnel, police, fire, public works, airports, transit, water & sewer, parks & recreation, planning, economic development, health, civic centers, housing, solid waste, libraries, engineering, liquor stores, finance, information systems and budget & research. He has also been responsible for management in the financial areas of accounting, revenue, purchasing, treasury, and debt management.
Dr. Nollenberger received his doctorate in Public Administration from the University of Illinois at Chicago. He has a Master’s Degree in Public Administration from the University of Colorado and a Bachelor’s of Business Administration degree in accounting from the University of Iowa.
Dr. Nollenberger has served as the President of the International City/County Management Association (1994-95). He is currently a Fellow of the National Academy of Public Administration (chartered by Congress). He has served in numerous other association positions in city and county government and presented at numerous conferences. He has taught courses for five universities in their Master’s programs.
Announces a Recruitment For CITY MANAGER
For THE CITY OF PEKIN, ILLINOIS GovHRUSA, LLC is pleased to announce the recruitment and selection process for Pekin’s City Manager. This brochure provides background information on the City as well as the requirements and expected qualifications for the position. Candidates interested in applying for the position should submit their résumé and cover letter, along with contact information for five work-related references by August 10, 2016 to Karl Nollenberger, Vice President, 630 Dundee Road, Suite 130, Northbrook, Illinois 60062. TEL: 847-380-3240. FAX: 866-401- 3100.Formal applications should be submitted to: www.GovHRUSA.com/current-positions/recruitment
Karl Nollenberger, Ph.D., Vice President
GovHR USA 630 Dundee Road, Suite 130 Northbrook, IL 60062 TEL: 847-380-3240 FAX: 866-401-3100 Formal applications should be submitted to: www.govhrusa.com/current-positions/recruitment City of Pekin, Illinois
PROFESSIONAL ANNOUNCEMENT
Pekin, IL (pop. 33,223) Progressive city with an excellent quality of life located in central Illinois seeks experi- enced local government executive to lead its organization consisting of 308 employees (121 part time in school bus department) and a $65.9 million budget. Successful candidates will have well-developed collaborative skills, a history of a team- oriented management style, experience in budgeting and finance. Candidates may be required to have a Bachelor’s degree (Master’s degree preferred) in administration or related discipline along with a minimum of five years progressively responsible experience in local government. Salary range is $140,000+/- DOQ. Residency within the City is required. The City provides an excellent benefit pack- age. Candidates should apply by August 10 with résumé, cover letter and contact information for 5 work-related references to www.GovHRUSA.com/current-positions/recruitment to the attention of Karl Nollenberger, 630 Dundee Road #130, Northbrook, IL 60062. Tel: 847-380-3240; Fax: 866-401-3100.
CITY BACKGROUND
Pekin is a vibrant community of 33,223 people and is the county seat of Tazewell County. Located on the Illinois River, Pekin is part of the Peoria metropolitan area. Pekin is a perfect mix of business and pleasure conveniently located halfway between Chicago and St. Louis (about 165 miles from each), a few hours from Indianapo- lis, and just 10 miles south of Peoria.
In the history of Pekin, after a county surveyor laid out a “town site” in 1829, an auction of the town plat and site was held in Springfield. The village site was awarded to Major Isaac Perkins, Gideon Haw- ley, William Haines and Major Nathan Cromwell. Mrs. Ann Eliza Cromwell selected the name of the city, naming it after Beijing, China, then spelled “Peking” or “Pekin.” Nathan Cromwell named many of the city streets after the wives and daughters of early Pekin settlers.
As the county seat for Tazewell County, Pekin enjoys a solid economic base and is home to many professional, industrial and manufacturing jobs—including Pekin Insurance and one of the largest ethanol facilities in the na- tion. Pekin supports a very successful, city-owned Business Park with a highly skilled labor force to draw on as businesses continue to move in and thrive. The following nationally and regionally known companies are located in Pekin:
• Pekin Insurance – One of the most successful insurance providers in the country with 7,000+ agents. • Pacific Ethanol Pekin, Inc. – The second largest producer and marketer of ethanol in the U.S. • Excalibur Seasonings – Inventor and producer of seasonings and marinades. • PAL Health Technologies – The second largest manufacturer of orthotics in the U.S. • Winpak – The largest producer of die-cut lids that cover single-serve containers of food. • ElecSys – An electrical manufacturing company for the aerospace industry. • Hanna Steel – A leader in tubing and pre-painted coil industry for over 50 years
The Federal Correction Institution, a medium security facility, is also located in Pekin.
City Manager
But Pekin isn’t just a great place to do business. It’s also a great place to live! Nestled along the banks of the Illinois River, Pekin’s state-of-the-art hospital and unequaled education system make it an idyllic location to settle in and raise a family. The Pekin Community High School serves all of Pekin and some surrounding area. Serving over 3,700 students from 11 campuses, the K-grade 8 program is acknowledged throughout Illinois as a high- quality school system for students in preschool through eighth grade. Employees in the district have been recog- nized locally and at the state level for quality in teaching and learning.
Pekin has the fifth largest park district in the state and four championship golf courses where you can perfect your swing! The park system is one of the treasures of the community. It is a wonderful blend of old and new, of memories and anticipation. Pekin has 16 parks. The Mineral Springs Park was once a cow pasture and the La- goon was a watering hole for cows. Sulfur water was struck in 1879 and Pekin became a mecca for vacationers who came to enjoy the water, believed to have healthful qualities. Water from the sulfur well was turned into the pond, and it enlarged into a fairly large lake in the center of Pekin. Thus, the Lagoon was formed. Pleasure boats and a large bandstand were placed on the lake.
Pekin Quick Facts
Population: 33,223 – 2015 Census Estimate Square miles: 14.56 square miles Housing Units: 14,714 (68.6% owner occupied) Median Home Sale Price (2014): $99,200 Median Household Income (2014): $48,544
CITY GOVERNMENT
The City of Pekin operates under the Council-Manager form of government (Illinois Municipal Code – 65 Article 5) with an appointed City Manager. There is a seven-person City Council. The Council consists of a Mayor, elected at large to a four-year term, and six Council Members elected at large to four-year overlapping terms. The City Council appoints the City Manager who serves at the pleasure of the Council. The City Manager is responsible for the appointment of all directors of depart- ments and other employees other than those hired by the Board of Police and Fire Commis- sioners, and the City Clerk and City Treasurer. The Mayor, with the approval of the City Coun- cil, is responsible for the appointment of the City Clerk and City Treasurer. Meetings of the City Council are held on the second and fourth Mondays of the month at 5:30 p.m. Pekin has a Park District with commissioners directly elected by the citizens. The Library Board is appointed by the Mayor and administers the library operations.
The City Manager supervises and coordinates the activities of all departments, prepares the City of Pekin, Illinois
annual budget, advises the Council on policy, planning, and operational matters, represents and advocates for the City in governmental and non-governmental meetings, manages complex projects and maintains knowledge of municipal laws, regulations, procedures and best practices. The City of Pekin has the powers of home rule un- der the Illinois Constitution. The departments of the City include the following: Fire, Police, Public Works (Engineering, Streets, Transportation, Sewage Treatment Plant, Inspections, and Airport), and Administration (Human Resources, Finance, Economic Development, Community Development, and Information Technologies).
The City has adopted a customer-friendly philosophy which emphasizes service to the community as the first priority. The Mission and Vision Statement adopted by the City Council in 2006 states that:
Our Mission
“The mission of the elected officials and staff of the City of Pekin, in partnership with the community, is to provide leadership in delivering necessary, effective, and fiscally responsible municipal services in a manner which promotes a safe and prosperous community.”
Our Vision
- We will enhance the quality of life by providing excellence in leadership, support and services for all who live, work, visit, and invest in our community. - We aspire to be the city of choice for ourselves and future generations – beautiful, clean and safe. - We will achieve our vision through a healthy economy, strong businesses, vital neighborhoods, excellent schools, and extensive recreational opportunities. - We will foster our City’s friendly atmosphere and celebrate the resourcefulness of its people. - We recognize the importance of continuing to work with other units of government at all levels to achieve our vision. - We require an innovative city government that is accessible, accountable, and efficient with a system of funding that is fair, affordable, and stable.
In addition, the Conceptual Plan, 2006-2011 included seven values that are described in the plan.
– Transparent, Open and Honest Government – Outstanding Service – Fiscal Responsibility – Personal Honesty and Integrity – Excellence – Teamwork – A Humane and Diverse Organization
The Pekin Budget for 2016-17 fiscal year (May 1 to April 30) is $65.9 million and the General Fund is $25.8 mil- lion of that total. The Special Revenue and Enterprise Funds consist of $40.1 million in the budget for this fiscal year. The General Funds Balance projected at the end of the fiscal year on June 30, 2017 is around $6.0 million. There are 308 employees in the City, of which 121 are in the school bus department.
OPPORTUNITIES AND CHALLENGES
The following challenges and opportunities have been identified by the City for the next City Manager.
• Development of a strong relationship between the City Council and the management of the City and strengthen the communication network.
• Do a SWOT analysis and initiate a strategic planning process for the establishment of priorities in the City. City Manager
• Refinement of a strong management team and set expectations for the future.
• Develop a succession plan for city staff.
• Create a budget for the upcoming fiscal year that addresses the City’s financial condition and the service level needs of the community.
• Develop a long-term plan for the aging infrastructure in the community.
• Establish a plan for improving the neighborhood appearances in some areas of the City.
• Be supportive of economic development initiatives for the community.
• Establish intergovernmental relations with adjoining cities, counties and other local governments.
CANDIDATE QUALIFICATION CRITERIA
The City is seeking highly professional candidates who are passionate about local government and city admini- stration. The following education, experience, management, and leadership criteria have been identified by Pe- kin as important skills and abilities for the candidates to possess and demonstrate. The salary for the position is $140,000+/- depending on qualifications and experi- ence. Residency within the City is re- quired. A commitment to being in Pekin for at least six years is highly desired.
Education and Experience Candidates must:
Possess a Bachelor’s Degree in Public Administration, Business Administration. Political Science or related field. A Mas- ter’s degree is preferred.
Possess five plus years of progressively responsible experience in public sector management or any combination of edu- cation and experience that provides equivalent knowledge, skills and abilities.
Have experience in successfully manag- ing high level issues with elected officials, developing, coordinating, and managing agenda items for committees and/or boards. Have the ability to make decisions and make things happen in accordance with city policies and procedures.
Have experience in developing positive, collaborative relationships with elected City Council Members and de- partment heads, with the interpersonal skills necessary to skillfully move issues and agendas forward.
Have well-developed finance and budgeting skills with the ability to work closely with City officials and employ- ees on budget development. The ability to develop financial plans, analyze and interpret financial data, and as- sess future financial needs is also needed.
City of Pekin, Illinois
Have experience in labor relations, with the ability to build relationships with the employees, understanding the needs of a multigenerational work force. Have experience in succession planning, retention of employees and staff development.
Have experience in strategic thinking, short- and long-range planning of programs and services, and aligning priorities with goals.
Have strong analytical skills that can be applied to issues facing the City. Have experience in assessing organ- izational needs with an eye toward efficiency as well as how to address new and/or increasing responsibilities.
Have experience in economic development initiatives in a community.
Have experience in project management.
Have experience in intergovernmental relations with counties, cities, schools, special districts, state and federal governments. Have experience developing cooperative efforts with other governments.
Leadership and Management Skills Candidates must:
Have strong interpersonal skills with the desire to work collaboratively with the City Council, the public and de- partment heads as well as others in the organization and build trust and unity with everyone. Be good at rela- tionship building. Be able to work with people with diverse viewpoints and the diversity in the community. Be adaptable to the situation, have versatility in the situation and be a people person.
Be visible and involved in the community, as well as get to know the key business leaders; be able to speak effectively at community events. Work with the community to establish the direction for the future of Pekin. Have a sense of service to the community, recogniz- ing that this is a “people business.” Enjoy the family aspect of Pekin. Be a champion for the community.
Have a background of complete integrity and honesty and of leading/motivating personnel by example. Be accountable and hold em- ployees accountable.
Be an anticipatory, proactive, creative, vision- ary leader, identifying future trends, develop- ing effective strategies for addressing these trends. Be idea friendly. Have a big picture view of the city organization. Have the ability to be a change agent when needed with the backbone to make changes.
Have confidence and patience that projects into the organization. Be confident and be transparent with the or- ganization and the public. Trust employees to do their work until situations require intervention. Be respectful of others and be someone who they can respect.
City Manager
Share a strong commitment to the principles of team management, involving department heads in decision making in their areas of expertise, delegating authority and latitude to personnel with confidence, helping to eliminate any silo mentality, while remaining accountable for project outcomes. Set expectations clearly for the organization and the employees. Be approachable and fair and not a micro-manager. Be direct and firm but tactful and fair and go straight to the facts.
Have a consistent. genuine approach and style with diplomacy towards people. Be visible in the organization.
Have coaching skills at all levels in the organization. Be a mentor and motivator and facilitate development of employees.
Have the skills to deal with conflict and conflict resolution and create positive experiences. Be able to address criticism constructively. Have self-control in difficult situations.
Be able to firmly yet diplomatically present professional views, concerns, and implications of matters under con- sideration, while recognizing that the final decision rests with the City Council. Provide the City Council with op- tions and recommendations. Take policy direction from the City Council and lead staff to make things happen. Have a city-wide perspective with consideration of the needs of all citizens.
Have excellent written and oral communication skills and be capable of making effective public presentations, including extensive personal or written responses to public concerns and suggestions as well as being a good “listener.” Be clear and concise in verbal and written communication.
City of West St. Paul City Manager Search, Recruitment, and Selection
13 January 2017
SUBMITTED BY: Harry Brull Senior Partner BCG Consulting Group, LLP 5417 12th Avenue South Minneapolis, MN 55417 612.414.8998 [email protected]
Statement of Confidentiality: This proposal and supporting materials contain intellectual property and proprietary business information of BCG Consulting Group, LLP. This information may be photocopied by West St. Paul for use in evaluating the project, but is not to be shared with other organizations, consultants, or vendors without the express written permission of BCG Consulting Group, LLP.
City Manager Search, Recruitment, and Selection
Background
BCG Consulting Group (BCG) was formed in 2015 and comprises the Public Sector Division of PDI Ninth House, a division of Korn Ferry. BCG has deep expertise in assessment and development of individuals and organizations in the public and non-profit domain. Combined, BCG staff has more than 75 years of experience evaluating the competence of individuals in, and applying for, managerial and executive positions.
As leaders in the field of work-related assessment, we have developed a wide range of screening and assessment tools. These tools are designed to provide decision makers with accurate and powerful information regarding the specific capabilities of each individual.
Our services include identification and notification of candidates who meet the necessary qualifications and who may have interest in the position. These up-front services are designed to recruit the largest pool of qualified applicants to give the hiring agency maximum choice in the selection process. BCG staff has conducted these services for a variety of positions: • City Manager • School Superintendent • County Administrator • School Principal • City Administrator • Library of Congress Professional Positions • Human Resources Director • Federal Trade Commission Professional Positions • Non-profit Executive director • U. S. Postal Service Executive Positions • Police Chief • City Clerk • Fire Chief • City Engineer • Public Works Director • School Superintendent
BCG is also a nationwide leader in the design and implementation of fair employment practices. We are frequently called upon to design selection procedures under federal consent decrees and U.S. Department of Justice auspices. We have also provided expert testimony in both state and federal courts regarding race and gender fairness of selection procedures. Our assessments allow for accurate comparison of internal and external candidates. All procedures and processes for your project will conform to applicable state, federal, and professional guidelines including EEO, Affirmative Action, Uniform Guidelines for Employee Selection, and Minnesota Human Rights.
We are also nationwide experts in the design and training of employment interviews and interviewers. In a recent police chief process for Bloomington, MN, we designed panel oral processes for a blue-ribbon panel, a department head group, and a representative police department panel.
Copyright ©, 2016. BCG Consulting Group, LLP. All Rights Reserved. 2
The following key staff members have extensive experience in recruitment and selection of top executive public sector positions: • Harry Brull – Project Director • Jane Coffey – Project Principal • Karen Gustafson – Project Principal
Approach and Methodology
Activity One: Job Analysis/Determination of Position Requirements BCG will conduct interviews with West St. Paul officials and staff to determine the mix of skills and abilities required in the position. Input will be gathered from leadership and staff through individual or group interviews and/or the use of a questionnaire. In addition, we will review relevant documentation such as position descriptions, organizational charts, etc. This information will be compiled into an updated position profile and become the basis for advertisements and other recruiting literature. These documents will also include minimum qualifications, desired experience, and other factors relevant to recruitment and selection. As experts in job analysis, BCG will ensure that the resulting necessary qualifications meet all legal guidelines and provide a blueprint against which to compare subsequent candidate qualifications.
Activity Two: Recruitment We will work with West St. Paul to determine the scope of the recruitment (regional, state-wide, national, etc.). During our conversations, BCG will determine the location and current job responsibilities of individuals most likely to meet the position requirements. Our recruiting strategy will include relevant publications, broadcast letters, and a mechanism for nominations to yield the largest number of qualified applicants. If necessary we can also coordinate a survey to determine the competitiveness of the salary package. Based on past experience, we anticipate that the combination of advertisement and targeted letters will yield a minimum of 25 qualified applicants.
Activity Three: Screening Based on the minimum qualifications and position profile, BCG will screen applications to identify those individuals who are most likely to meet the position requirements. Given the job requirements and position profile, BCG will design the following instruments and procedures to conduct a first screen of resumes: • Assessment of minimum qualifications: Resumes will be checked to ensure that all minimum qualifications are met • Resume scoring form and decision rules: BCG will design a process whereby resumes will be quantitatively evaluated and scored to yield groupings of continuing candidates • Compliance: We will ensure that all procedures meet requirements for affirmative action, EEOC, and federal and state law
All candidates will receive the following information: • Procedures to alert them of their continuing status in the process • Conditions regarding confidentiality • Selection process timetable
Copyright ©, 2016. BCG Consulting Group, LLP. All Rights Reserved. 3
Due to the projected number of individuals who may apply, candidates will receive a next-level request for information. This will foster more valid decisions regarding which individuals should achieve semi-finalist status. Information requested may include: • Targeted resumes that ask specific questions regarding the scope and extent of their experiences • Responses to essay questions • Documentation of specific accomplishments
Activity Four: Evaluation Depending upon candidate qualifications we expect to present approximately six to eight candidates for further selection procedures. Depending upon the wishes of the City, we will designate a set of information-gathering procedures designed to produce more detailed information about this smaller group of applicants. This could include multiple interview panels consisting of individuals from the following stakeholder groups: City Commissioners, City department heads, employee representatives, and citizens. BCG’s services for these orals include: • Design of interview questions and scoring criteria • Training/orientation of interview panels • Collation of results allowing confidentiality (and therefore greater integrity) of panel member evaluations
BCG will compile information gathered in the form of confidential reports for each viable applicant and submit them to the City for discussion and decisions regarding finalist status.
Activity Five: Finalist Assessment BCG will coordinate extensive information gathering regarding the finalist candidates. These activities could include: • In-depth appraisal • Primary and secondary reference checking • Background press search • Background checks
At this point, the City Council could conduct interviews with finalist applicants. If needed, BCG will assist in final negotiations after the organization has made its hiring decision.
Activity Six: Six-Month Performance Review BCG will engineer a six-month performance review of the new City Manager to include: • Input from the City leadership • Input from key staff • Input from other individuals • Summary and collation of results • Presentation of results to City Council • Face-to-face session with the new City Manager to discuss results
This process allows for early course corrections if needed, to help ensure success for the individual and West St. Paul.
Copyright ©, 2016. BCG Consulting Group, LLP. All Rights Reserved. 4
Division of Responsibility
BCG BCG Consulting Group is prepared to assume the following responsibilities: • Design of all job analysis and candidate evaluation procedures • Provide West St. Paul with valid information regarding the knowledge, skills, and abilities of each applicant • Assistance in response to interested parties such as staff, the media, etc. • Assistance in contract negotiations with chosen candidate
The City We see the City’s responsibility as follows: • Approval of all documents and procedures • Decision making or, at a minimum, approval of decisions regarding the status of any and all individual applicants • Providing a physical location for job analysis sessions, interviews, and assessments
Longevity Guarantee
If the individual selected through a BCG process leaves voluntarily during a two-year period or is terminated for cause during that time period, BCG is prepared to replicate the search process with all labor costs waived.
Timeframe
Activity Weeks from Project Start Activity 1: Job analysis 1-2 Activity 2: Recruitment 2-4 Activity 3: Screening 5-7 Activity 4: Evaluation 8-9 Activity 5: Finalist Assessment 9-12 New City Manager Start Date 12+
Copyright ©, 2016. BCG Consulting Group, LLP. All Rights Reserved. 5
Pricing
Activity Price Activity 1: Job analysis/position requirements $4,000 Activity 2: Recruitment 2,500 • Consultation • Implementation of design and mail ads, broadcast letters, etc. Activity 3: Screening 4,000 • Design • Evaluation of candidates Activity 4: Evaluation 6,000 • Design and training of panel interviews Activity 5: Assessment of top 3 candidates 9,000 • In-depth appraisal • Primary and secondary reference check • Internet press search • Design and training of Council interviews Activity 6: Six-month Review *(2,000) Project Management 4,000 Total Labor $29,500 * Charge is waived if first five activities are used
Expenses Out of pocket expenses such as advertising ($350 estimate) will be billed at cost. Candidate travel costs will be borne by the City or the candidates.
Payment Schedule BCG will submit monthly invoices for work performed and expenses incurred. A hold-back percentage on the part of the City is acceptable.
Copyright ©, 2016. BCG Consulting Group, LLP. All Rights Reserved. 6
References
The following individuals can attest to the quality of BCG’s services for executive selection.
City of Edina, MN, Scott Neal, City Manager (952) 826-0401 St. Louis County, MN, Kevin Gray, County Administrator (218) 726-2448 Scott County, MN, Dave Unmacht, former County Administrator (651) 281-1200 City of Brooklyn Center, Curt Boganey, City Manager (763) 569-3300 Washington County, MN, Molly O’Rourke, County Administrator (651) 439-3220 City of Tempe, AZ, Charlie Meyer (480) 350-8884 City of Bloomington, Mark Bernhardson, former City Manager (612) 386-6691 City of Eden Prairie, MN, Nancy Tyra-Lukens, Mayor (952) 937-1898 Montgomery County, Ohio, Deborah Feldman, County Admin. (513) 225-4690 City of Carlsbad, CA, Cheri Abbott, Human Resources Director (760) 602-2496 City of Plymouth, MN, Jim Willis, Councilman (763) 509-5006 City of Golden Valley, MN, Tim Cruikshank, City Manager (763) 593-8002 City of Rogers, MN, Steve Stahmer, City Administrator (763) 428-2253 City of Saint Paul, MN, Angie Nalezney, HR Director (651) 266-6515 City of Minnetonka, MN, David Childs, former City Manager (775) 303-5063 City of Columbia Heights, MN, Linda Magee, HR Manager (763) 706-3609 City of Fridley, MN, Wally Wysopal, City Manager (763) 572-3506 City of Oakdale, MN, Craig Waldron, former City Administrator (651) 523-2962 City of Shoreview, MN, Terry Schwerm, City Manager (651) 490-4610 City of Mendota Heights, MN, Mark McNeill, City Administrator (651) 255-1153 City of Burnsville, MN, Heather Johnston, City Manager (952) 895-4535 City of St. Louis Park, MN, Nancy Deno, HR Manager (952) 924-2500 City of Blaine, MN, Tom Ryan, Mayor (763) 784-6700 City of Hastings, MN, Melanie Mesko Lee, City Administrator (651) 437-4127 Hopkins Schools, MN, Nick Lightfoot, Dir Administrative Services (612) 750-9780 Edina Public Schools, MN, Ken Dragseth, former Superintendent (952) 848-4025 Richfield Public Schools, MN Craig Holje, Director of HR & Admin (612) 798-6031
Copyright ©, 2016. BCG Consulting Group, LLP. All Rights Reserved. 7