031708 CC SP AgPCITY OF SHOREWOOD
CITY COUNCIL SPECIAL MEETING
MONDAY, MARCH 17, 2008
AGENDA
1. CONVENE SPECIAL CITY COUNCIL MEETING
A. Roll Call
5755 COUNTRY CLUB ROAD
CONFERENCE ROOM
7:00 P.M.
Mayor Lizee
Woodruff
Turgeon
Bailey
Wellens
2.
3.
4.
B. Review Agenda
INTERVIEW FIRM FOR CONSIDERATION OF PROVH)NG CITY ADMINISTRATOR
SEARCH SERVICES (Att.-Executive Search Firm Proposal)
OTHER
ADJOURN
CITY ®F
SHOREWOOD
5755 COUNTRY CLUB ROAD •SHOREWOOD, MINNESOTA 55331-8927 • (952) 474-3236
FAX (952) 474-0128 • www.ci.shorewood.mn.us • cityhall@ci.shorewood.mn.us
MEMORANDUM
TO:
FROM:
DATE:
RE:
Mayor and City Council
Larry Brown, Acting City
March 13, 2008
Administrator
Recommendation Regarding Executive Search Firms for the Position of
City Administrator
During the Monday, March 10"' City Council meeting, the City Council provided clarification as to
the process for evaluation and selection of an executive search firm for the position of City
Administrator.
Acting Administrator Brown was to receive and evaluate the proposals and provide the City
Council with a recommendation as to one firm. In turn, the City Council will conduct an interview
with the successful firm on, Monday, March 17`n
As the Council is aware, four search firms were contacted. These firms are:
- The Brymeyer Group, Inc.
- Lynn and Associates
- Springsted, Inc.
- Personnel Decisions International
The submittal of all credentials were due at 10:00 a.m., Thursday, March 13"'. Each firm was
contacted individually, in addition to a follow up email reminding candidates of the deadline.
Proposals were received from all but Lynn and Associates, well in advance of the deadline. More
out of curiosity, afollow-up email was sent to Lynn and Associates inquiring if the failure to submit
was intentional, or an oversight on their part. Attachment 1 is the email received indicating that
there was an error in their office regarding submittal of the proposal. With regard to this response
the following was noted:
- The email was received well after the stated deadline, and only after an email prompting the
question did this email arrive.
- The proposal does not address many of the requirements of the outline required.
vs
~-~~ PRINTED oN RECYCLED PAPER
`Y'"-'
Mayor and City Council
Executive Search Firm Selection
March 13, 2008
Page 2 of 3
- Submittals were to be in hard copy format and delivered to City Hall. Thus far, the only
submission received has been the late transmittal of the electronic file.
Therefore, Lynn and Associates was not considered a viable candidate, for failure on several fronts
to meet the proposal requirements.
The proposals from the remaining firms were evaluated and rated in various areas. Included but not
limited to that list, were the following main components:
- Demonstration of proposal requirements and timely submittal as outlined
- The direct involvement of lcey staff of their organization in the process
- Key tasks and process were clearly outlined and included types of prior experience and
placements successfully completed.
- Areas of differentiation or specialty in comparison to other firms
- Time line
- Fee schedule
Review of Proposals:
As mentioned during the City Council meeting, the basic services of the firms are similar. Having
stated that, some key points noted for the Springsted proposal are as follows:
- The proposal was very complete, overall. Not only did the firm deliver the proposal on time and
as specified, but also delivered an electronic copy over and above what was submitted. This
spoke well of the firms ability to deliver on time, and actually exceed the requirement.
- The Principal to be involved in this search is Sharon Klumpp, Vice President of the firm. Ms.
Klumpp's experience, both in the executive search arena and the municipal arena, demonstrates
a solid basis for evaluating candidates for the position.
- A key component, which spoke highly of this firm's process, is that they have chosen to
interview each City Council member individually to determine what key qualifications are
desired in the next City Administrator, in addition to conducting an interview collectively with
the entire Council.
- Offices of this firm are located throughout the Midwest area giving them immediate access to
potential candidates in the selected search area chosen by this Council.
Mayor and City Council
Executive Search Fiam Selection
March 13, 2008
Page 3 of 3
Overview of Fee Structure
Ixecutive Seal~eh Pirnz
__, .Base Fee Estimated
Expenses
Springsted, Inc. $ 15,960 $3,075
The Brymeyer Group $ 18,000 $3,500
Personnel Decisions International $ 19,500 Not Stated
Table 1
Recommendation
After review of the proposals it is recommended that the firm of Springsted, Incorporated be
utilized for the Administrator search.
As directed by the City Council, an interview has been scheduled with Springsted, at 7:00 p.m.
Monday, March 17th, at Shorewood City Hall.
Larry Brown
From: Lisa Lynn, MA, LP [lisa@lynn-and-associates.com]
Sent: Thursday, March 13, 2008 1:44 PM
To: Lbrown@shorewoodpw.com
Subject: Re: Proposals
Attachments: Proposal For Services.pdf
Hello Sir,
lim Lynn, my partner at Lynn & Associates was putting the proposal together. My apologies, I thought he had sent one to you for this
initiative.
I have attached a proposal for your preview. Thank you for checking in and have a fantastic day!
Sincerely,
Lisa Lynn, MA, LP
Lynn & Associates
lisa@lynn-and-associates.com
phone: 612.619.6315
fax: 952.703.0211
On 3/13/08 11:43 AM, "Larry Brown" <Lbrown@shorewoodpw.com> wrote:
Just thought that I would check in. I have not received a proposal from your firm and was wondering if you were passing on this
one, or was this delayed?
Larry Brown, PE
ACt117g City Administrator and
Director of Public Works
for the City of Shorewood, MiV
Te( 952-474-3236 Ext 299