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05-14-12 CC Work SessionCITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, 14 MAY 2012 AGENDA 1. CONVENE CITY COUNCIL WORK SESSION A. Roll Call B. Review Agenda 2. CITY ADMINISTRATOR POSITION 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:15 P.M. Mayor Lizee Hotvet Siakel Woodruff Zerby ATTACHMENTS Interim Administrator's memo 3. ADJOURN 1: (2 #2A U2 MEETING TYPE City of Shorewood Council Meeting Item Work Session Title/ Subject: Administrator Search Process Meeting Date: May 14, 2012 Prepared by: Larry Brown Reviewed by: Jean Panchyshyn Attachments: Background: Staff is seeking direction from the City Council regarding the long term vision, and desired process for fulfilling that vision, for the position of the City Administrator. If the City Council opts to solicit credentials from individuals for the position, there are numerous options or combination of options that are available to the City Council. While not meant to be all inclusive, the following are a few methods of process that have been traditionally utilized for such searches. The City Council may wish to discuss these, or provide direction on others methods that are desired to pursue. Alternative 1— The Do Nothing and Maintain Current Status As the Director of Public Works, I was and am very honored to have been asked to perform the position of the Interim City Administrator. It is humbling to even be considered for this role, as the position carries great weight and responsibility for the City. Certainly, the responsibilities and job tasks of a City Administrator and a Director of Public Works have some major areas of overlap when it comes to management, working with our customers, financial aspects, budgeting and other details. However, the positions do vary greatly in other areas. The education, training, gifts and abilities that I have had the pleasure of gaining and using over the years are far better suited to the role of the Director of Public Works versus the City Administrator position. Therefore, for the long term benefit and progression of the City, I feel it is better for the City Council to seek out an Administrator for the long term position that has specific talents and abilities to lead the City in the progressive direction that the City Council desires. Alternative 2 - Solicit Proposals and Contract with an Executive Search Firm In 2008, the City chose to hire an executive search firm for seeking out candidates and hiring for the position of City Administrator. At that time, the costs for that search was $19,035. Assuming a moderate rate of inflation, in today's dollars, it is probable that an executive search would cost approximately $20,000 - $24,000. Attachment 1 is the Request for Proposals (RFP) that was utilized at Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 that time, to determine the appropriate search firm. Attachment 2 is an excerpt of the proposal from the successful search firm that summarizes the services that were provided. If the City Council determines that an executive search firm is the appropriate method, it is anticipated that issuing an RFP, evaluating RFPs, and signing on a search firm will take approximately 6 -8 weeks. From that time, it would be anticipated that the actual search and hiring process of a successful candidate would likely take 3.5 - 4.0 months after the search firm is under contract with the City. Alternative 3 — Advertise and Solicit Credentials Directly Many cities choose to perform executive searches internally by advertising with the professional organizations or web sites that are viewed by administrators. In this case, there appear to be three main outlets that are used and viewed by this sector. They are: • ICMA, the International City /County Management Association • LMC, League of Minnesota Cities • Internet site of www.government jobs.com The ICMA posts and Govern mentjobs.com posts would certainly result in the job posting being seen nationally. While the League of Minnesota Cities site is available worldwide, since it is web based, this site would cater more towards the local and Midwest area. Posting positions on these sites is done at a very low cost or even free of charge. If this method were to be utilized, an independent firm should be utilized to perform a thorough background and reference check. While costs can vary dramatically by candidate, based on if they have worked in several states or other contributing factors, it is anticipated that a background investigation would range between $500 to $1,000 per short - listed candidate. In addition, if this is the preferred process, the City Council may want to consider appointing a subcommittee to solicit credentials and narrow the search to the candidates meeting the City Council's criteria. Timing of this method is going to vary greatly, based upon the ability of the sub - committee to meet, and to achieve the specific objectives that the City Council provides. As stated earlier, these are the traditional methods used by other communities, and even our own, in the past. Thus, staff seeks direction from the City Council as to how to proceed. CITY OF SHOREWOOD, MINNESOTA REQUEST FOR PROPOSAL EXECUTIVE SEARCH FOR CITY ADMINISTRATOR Obiective The City of Shorewood, Minnesota, is seeking proposals from qualified firms to perform executive search services in regards to the recruitment and selection of a qualified individual for the position of City Administrator. Scope of Work The firm is to perform an executive search for the position of City Administrator. The firm is to utilize their experience and knowledge of executive searches to perform the following: Translate the city's needs into a detailed recruiting specification, to encompass a search within the five -state Midwest Area; 2. Document procedures to be carried out, including timeliness for their accomplishment; 3. Prepare recruiting materials that present an accurate profile of the position and environment; 4. Contact potential candidates through written material, advertising, and direct recruiting; 5. Screen and evaluate candidates to establish a qualified semi -final group; 6. Develop a list of finalist utilizing generally accepted screening practices and procedures, to be detailed in the report; 7. Research personal, professional, and academic qualifications thoroughly and discreetly; Consolidate the findings of the final candidates in a clear, objective profile detailing: a. Current situation, b. Past experience, Skills and performance that is directly appropriate to the position; 8. Develop and participate in the selection process, to include meetings with the Mayor and City Council. 9. Prepare a list of final candidates and coordinate interviews with the City; 10. Assist in final negotiations with the final candidate; and 11. Report progress in all phases regularly to the City Council. ATTACHMENT 1 City of Shorewood, Minnesota Request for Proposal Page 2 of 3 Preparation and Submittal Instructions Submittal of the proposal shall consist of eight (8) copies of the proposal enclosed in a sealed envelope and sent to: Larry Brown, Acting City Administrator 5755 Country Club Road Shorewood, MN 55331 The deadline for receipt of the proposal is 10:00 a.m., March 13, 2008. The outside of the envelope shall show the notation "Executive Search for City Administrator" in the lower right hand corner. Only sealed proposals will be accepted. There will be no disclosure of contents to competing firms, and all proposals will be kept confidential during the negotiation process. Except for trade secrets and confidential information, which the respondent identifies as proprietary, all proposals will be open for public inspection after the contract is awarded. Respondents may withdraw their proposal at any time prior to the time specified as the closing time for acceptance of proposals. However, no respondent shall withdraw or cancel his or her proposal for a period of sixty (60) days after closing date for acceptance of proposals. All cost directly or indirectly related to preparation of a response to the RFP or any oral presentation required to supplement and /or clarify a proposal which may be required by the City shall be the sole responsibility of and shall be borne by the respondent. During proposal development, respondent's questions regarding the RFP or the process should be directed to Larry Brown, Acting City Administrator, via email at Lbrown o shorewoodpw.com The City reserves the right to accept or reject any or all proposals, to waive any and all informalities and technicalities, and to accept the offer considered to be in the best interest of the City of Shorewood. The City also reserves the right to reject the proposal of any respondent who previously failed to perform properly or complete on time, agreements of similar nature, or to reject the proposal from any respondent who is not in a position to perform specified requirements contained herein. City of Shorewood, Minnesota Request for Proposal Page 3 of 3 Consideration of Proposal and Selection Criteria The contract will be awarded to the respondent who submits a proposal that, in the judgment of the City of Shorewood, is best able to produce a quality program for the best price. The past performance of the respondent, as verified by references, will be of important consideration. Successful placement of qualified City Administrators/Managers will be of significant consideration. It is anticipated that firms to be considered as final candidates by the City Council, will interview with the City Council for final selection and award. These interviews are tentatively scheduled for the evening of Monday, March 17, 2008. Proposal Requirements The proposal should provide the following: 1. A statement of qualifications of personnel that will supervise and be directly involved in the executive search. Specifically, qualifications are to provide documentation as to that person or persons experience in working with municipalities, and their respective role(s) within the project. 2. A brief explanation of the firm's objectives and approach to an executive search. 3. Brief description searches performed previously or currently being performed. Of key importance are searches performed previously for the position of City Administrator or Managers. 4. A statement of services or qualifications for your firm that distinguishes it from other executive search firms. 5. A list of required information needed by the firm to perform the requested services. 6. An outline of the process to be utilized, along with a timeline in which the recruitment can be expected to proceed up to the final offer. 7. An estimated cost of professional fees and expenses for the project with a stated cost not to exceed. 8. A statement that indicates other types of searches performed by your firm, outside of municipalities or public sector positions. 9. A minimum of three (3) references with contact information. Services Offered 3. Services Offered Executive Search Process Overview City of Shorewood, Minnesota ATTACHMENT2 City of Shorewood, Minnesota. Proposal to Provide Executive Search Services