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4.a) Consultant Proposals-City Administrator Search (Springsted and Brimeyer Fursman Meeting Date: 4/10/2012 Agenda Item: L.,� � � � City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Review proposals from consultants to assist the Council with the search for a new City Administrator. Deadline/Timeline: The proposed timelines will allow for hiring a new Administrator in October or November. Background: • At the February 14 work session meeting the Council authorized staff to obtain consultants proposals. • Because of the Council's concern for costs, proposals were solicited from two local firms familiar with the area who had recently assisted smaller communities with searches. • The cost of the Springsted proposal is $7,800 excluding out-of- pocket costs, which are estimated at about $500. The cost of background checks would be additional. • The cost of the Brimeyer Fursman LLC proposal is $15,900 plus expenses not to exceed $3,200. They propose a more extensive process. • Springsted, including consultant Sharon Klumpp, assisted with the studies that preceded the city's incorporation and is very familiar with the community. She worked with the former New Scandia Town Board in the first (and last) Administrator search. • Sharon Klumpp will be present at the April 10 work session to meet the Council and answer any questions you may have. Richard Fursman of Brimeyer Fursman is not available to attend the meeting. Recommendation: I recommend that the Council accept the Springsted proposal. The next step would be to enter into an agreement,which could be approved at the April 17 Council meeting. The cost of the Springsted proposal was tailored to include only the basic level of services needed. The fee is reasonable, and is less than the cost of the 2006 search (which totaled $9,132.51.) Page 1 of 2 04/06/12 Should the Council decide that it does not wish to hire a consultant to assist with the search, an alternative approach needs to be developed as soon as possible. One of the most valuable parts of the proposal is the meeting with the Council to determine the desired qualifications and expectations of the City Administrator and to review the current job description. It would be difficult for current staff help you with this essential task. Attachments/ • Letter/Proposal from Sharon Klumpp, Springsted Materials provided: • Proposal from Brimeyer Fursman LLC COntact(s): Sharon Klumpp, Senior Vice President Springsted Incorporated (651 223-3053) Richard Fursman, President Brimeyer Fursman (651 338-2533) Prepared by: Anne Hurlburt, Administrator (search consultants) Page 2 of 2 04/06/12 Springsted Incorporated 380 Jackson Street, Suite 300 � Saint Paul,MN 55101-2887 °���� ��:`� Springsted Tel: 651-223-3000 Fax: 651-223-3002 www.springsted.com LETTER OF TRANSMITTAL Apri12,2012 Ms.Anne Hurlburt,City Administrator City of Scandia 14727 209`h Street N Scandia,Minnesota 55073 Dear Ms. Hurlburt: We understand that you will be retiring as Scandia City Administrator in October. As requested,we have prepared a proposal to assist the City Council in its search for a City Administrator. The attached proposal outlines our recommended approach to have the new City Administrator on board by September 24,2012. This target date ensures that the City will have some overlap in the position,if desired,to ensure a smooth transition. The proposal also includes a tentative project schedule that begins with a City Council workshop and ends with the appointment of a City Administrator. We appreciate the opportunity to submit a proposal for the City Council's consideration. It is our goal to establish a trusted working relationship with the City Council and to provide two-way communication throughout the project. Feel free to contact me if you have any questions at 651-223-3053. We look forward to assisting the City of Scandia in the recruitment and selection of a new City Administrator. Sincerely, , Sharon G. Klumpp, Senior Vice Pri��nt Consultant Idr/kmd Public Sector Advisors City of Scandia, Minnesota Proposal to Provide Executive Search Services for a City Administrator � � • � Objectives Objectives for the City Administrator search include: • Determination of the desired qualifications for the City Administrator • Recruitment of applicants by advertising the position and contacting prospective applicants • Assisting the City Council in its evaluation of candidates • Interview coordination and attendance . Assisting the City Council in negotiations with the top candidate Springsted recommends an eight-step process for recruiting and selecting a City Administrator: 1. City Council workshop—Springsted will meet with the City Council in a workshop to discuss desired qualifications and expectations for the City Administrator and to review the current job description. The workshop will assist the City Council in determining the most important skills and qualities desired in the City Administrator. The workshop agenda will include a review of all information needed to prepare a job announcement. We will also review and revise the project schedule if needed. 2. Recruitment and targeted outreach—Based on the results of the City Council workshop, Springsted will work with City staff to prepare a job announcement and coordinate placement of the ad with professional associations. We recommend that ads be placed as follows: • City of Scandia website • League of Minnesota Cities • Minnesota City/County Management Association(MCMA) • League of Wisconsin Municipalities . Wisconsin City/County Management Association(WCMA) • Other publications and web sites identified in consultation with the City of Scandia • Springsted.com Springsted's recruitment efforts will emphasize personal contacts with qualified individuals to present this position to them and discuss the reasons they should apply for this position. These efforts will ensure that qualified individuals who are not necessarily looking for a job will be aware of the City of Scandia position and encouraged to apply. 3. Serve as Point of Contact—Springsted will receive and document all applicant materials and inquiries for the position.We will acknowledge each application received and keep applicants informed of their status in the process. Periodic updates will be provided to the City Council throughout the recruitment process to keep officials informed of the response to the job announcement. 4. Applicant screening and evaluation—Springsted conducts an impartial and objective review of each application to determine those applicants who most closely meet the City's desired qualifications. We will conduct an internet search of the most highly qualified �(�r 9 I�)C�S t E�C� City of Scandia,Minnesota. Proposal to Provide Executive Search Seroices for a City Administrator �21 applicants and invite up to 12 of them to complete a questionnaire that will provide detailed information on their experience,skills and qualifications in areas of importance to the City. Use of a questionnaire assures the City that it receives comparable information on all of the applicants. We will review the completed questionnaires and conduct a brief screening interview to clarify candidate information and to affirm the candidate's interest in the Scandia position. 5. Selection of finalists—Springsted will compile a written report including candidate materials and submit it to the City Council for review. The written materials will also note any information found through Internet searches. Springsted will meet with the City Council to present the candidates and answer questions. The City Council will select up to six candidates who will be invited to interview. 6. Reference and Background Records Checks—After the City Council has selected the finalists, Springsted will conduct reference checks for all candidates who have been invited to interview and provide the City Council with a supplemental report outlining information obtained from references. We will coordinate the background records check with Setter&Associates,a company that specializes in pre-employment screening. The background records check consists of a review of driver's licenses and criminal histories,educational verification,a credit check and a review of civil judgments. Background checks may be conducted for all of the finalists prior to their interviews with the Ciry Council or the City Council can make its hiring decision contingent upon a satisfactory background records check. 7. Develop Interview Process—Springsted will develop interview questions with input from the City Council. Interview questions will be structured to learn more about the candidate's experience,his/her understanding of the City of Scandia and its current projects and issues, his/her approach to building an effective working relationship with the City Council and his/her management style. Springsted will also be responsible for scheduling candidate interviews. Before the interviews, Springsted will brief the City Council on interviewing techniques and review the types of questions that are not legal to ask in an interview. We will also provide the City Council with an assessment tool that can be used to evaluate the candidates. Springsted will be in attendance at all interviews. We can assist the City in coordinating an informal tour of municipal facilities and the community prior to conducting the interviews,if requested. 8. Employment negotiations—After the City Council has identified its top candidate, Springsted will assist in developing an employment offer. We will negotiate an employment agreement with the successful candidate in accordance with direction received from the City Council and its legal counsel. Springsted will continue to keep all finalists apprised of this last phase of the selection process. This step in the process becomes extremely important if, for any reason,the top finalist declines the offer. Once the successful candidate has accepted an employment offer, Springsted will notify all other finalists of the appoinhnent. �p r 1�l C3 S t E�� City of Scandia,Minnesota. Proposal to Provide Executive Search Services for a City Administrator �3� Post Selection Services. If the City of Scandia retains Springsted to conduct a full search,we will offer the following ongoing services described below. • Performance Facilitation—Immediately after the selection,all of the parties may feel confident that they share a mutual understanding of each person's roles,responsibilities and expectations. However,with time these expectations may lose their focus. If requested, within approximately 90 to 180 days of the City Administrator's service date, Springsted will return to the City of Scandia to facilitate a discussion with the appropriate parties to review expectations and performance. • Guarantee--Springsted also commits to performing another executive search if the new City Administrator voluntarily resigns or is dismissed for cause,absent the request of or suggestion of any members of the City Council,during the first year of employment. . No Solicitation Policy—.Springsted will not actively recruit anyone whom we have placed with a client during their employment with that client. Springsted strongly believes that candidates who have accepted a public position have an obligation to serve the public entity for an appropriate period of time. . � . � A tentative project timetable is provided below to illustrate the time allowed for each step of the process. We are happy to revise this schedule as needed to meet the City's needs. _ Project Milestone i Proposed Date Notice to proceed April 17,2012 City Council Workshop May 8,2012 City approves job announcement May 15,2012 Recruitment and candidate outreach May 16—June 13,2012 Applicant screening June 13-18,2012 Candidates complete questionnaire,Springsted conducts brief screening interoiews June 19-July 6,2012 Written candidate report submitted to the City Council July 13,2012 Candidate presentation/selection of finalists July 24,2012 Springsted conducts reference checks July 25-Aug.7,2012 City Council interoiews candidates Aug 8-10,2012 City Council authorizes employment offer contingent on background report I City Council enters into an agreement with Aug 10-24,2012 the successful candidate Effective start date(estimated 30 day notice) Sept.24,2012 � �; ' �J�r 1 fl C��t E'C� City of Scandia,Minnesota. Proposal to Provide Executive Searoh Services for a City Administrator �4� � 1 ' � . ' . 1 � I � � 1 Springsted will provide the full executive search services listed above for a professional fee of $7,800, excluding out-of-pocket costs. Out-of-pocket costs,which include miscellaneous expenses for such things as advertising,mileage,postage,overnight delivery and copying, are estimated to be approximately$500. The cost for a background records check is $400 each. . Contact information is provided on some of our recent searches. Additional references are available on request. City of Willmar,Minnesota Pierce County,Wisconsin City Administ�ator Administrative Coordinator Mr. Frank Yanish,Mayor Mr. Rod Rommel, Supervisor 320-235-4913 715-273-6851 City of Elk River,Minnesota City of Decorah, lowa City Administrato� City Manager Mr.Nick Zerwas,Council Member Mr. Don Arendt,Mayor 763-635-1005 563-382-3651 (City Manager's Office) Village of Osceola,Wisconsin Village Administrator Mr. Gary Beckmann,Village President 715-294-3498 . , . , Sharon G.Klumpp Senior Vice President and Consultant Ms. Sharon Klumpp,who specializes in organizational and management consulting for public agencies,will be the lead consultant on this project. � � Since joining Springsted eight years ago,she has conducted over 50 R �.,. executive searches and a broad array of organizational management studies. ,,�r In addition,Ms. Klumpp has extensive government experience,having held a variety of positions including Executive Director of the Metropolitan - Council,Associate Executive Director for the League of Minnesota Cities, City Administrator for Oakdale,Minnesota and Assistant City Manager in St. Louis Park, Minnesota and Saginaw,Michigan. Ms. Klumpp is a member of the International City/County Management Association(ICMA)and has served as the chair of the Ramsey County Charter Commission. She holds a master's in public administration from the University of Kansas and a bachelor's degree in political science from Miami University(Ohio). - s p r I n C�S t E�C� City of Scandia,Minnesola. Proposal to Provide Executive Search Services for a City Administrator �5� A NDIA Ti�e City of Scandia is seekirag assistanCe with the hiring of their next Gty Administrator. Brimeyer Fursman llc. Executive Search 1666 Village Trail E Suite 7 Maplewood, MN 55109 G51.338.2533 Table of Contents Page Cover Letter 2 Introduction 3 Firm Experience srt°�� Y�, - �' > ,���`v` 3 � . . Summary of Search Pr.ocess 4 Phase i Part 1 Organization Assessment 5 Phase 1 Part 2 Position Profile 5 Development Phase 2 Recruiting Plan 6 Progress Report 7 Phase 3 Interview Process ': � � `� .� °' g Phase 4 Onboarding and Follow up 9 Guarantee lo Biographies 11 AppendiY A Reference List 13 Appendix B Reference List 16 Appendix C Time Table 14 Appendix D: Fees and Expenses 15 Payment Policy 16 Appendix E: Partial Client History (list) 1'7 Let our team of experts take the worry out of your search. You tell us your needs and wants; it is our task to carry the load and guide the process so you can concentrate on your jobs and the community. Executive Search ���Brimeyer Fursman v ��� ��� Apri16,2012 Mayor Randall Simonson City of Scandia RE: Professional Services-City Administrator Recruitment and Succession Planning Dear Randall Simonson,and Council Members: On behalf of our team at Brimeyer Fursman llc., I would like to extend our appreciation for the invitation to submit a proposal to assist you and the citizens of Scandia in the recruitment and selection of your next City Administrator and planning beyond. Picking the City's next City Administrator is one of the most important functions you will undertake together especially when replacing the much respected Anne Hurlburt. We ri-ust our process, skill and commitment to you will result in the highest quality and best possible search. Our experience helping cities with organization and strategic succession planning will provide you with the thoughtfulness and thoroughness needed to make this hire and subsequent hires successful. I will be assuming responsibility for the search as Company President with over 25 years of senior management experience in local government and four years of search experience. Jim Brimeyer, founder of the firm, will be assisting in this search process as senior advisor and will be called upon as needed. Combined, we have conducted over 500 executive searches for administrative positions throughout the Midwest. I have also worked extensively in the US and abroad to help cities reorganize and evolve with the ever changing landscape of duties, demands, and resources. We will work closely with you to understand your needs and organization culture so the individuals recruited have the qualities and skills to be successful. Included with this Letter of Interest are biographies, a select clients list, and an estimated timeframe to complete the project and estimated expenses for the project and the other material requested. I understand that the scope and timetable may be modified somewhat once all aspects of the engagement are discussed and understood. Thank you again for your consideration. We are proud and fond of our relationship with communities, and look forward the opportunity to work with you on this challenging and exciting effort. Very truly yours, - ��., Richard Fursman,President For additional information about Brimeyer Fursman,please visit www.brimproup.com Executive Search Introduction Statement of The City of Scandia is seeking assistance with the hiring of their Understanding next City Administrator. It is anticipated that the search firm will work in partnership with the staff and council as advisors and careful listeners. It will be the responsibility of the consultant to manage expectations, provide expert guidance, and take careful note of the information provided through the individual council members and the organization as a whole. Firm Experience Founded by Jim Brimeyer in 1991, Brimeyer Fursman llc is the Executive Search leader in the Midwest for City Administrator and other public Founded 1991 professional searches. Richard Fursman and company staff have consulted on hundreds of related projects over the past 20 years including over 500 management searches. The Group is now the industry leader in the process of `'Onboarding" or preparing the City and new Administrator to get off to a great start together. Similar Searches �chard Fursman and staff have conducted several hundred 2011-12 similar searches over the past decade; most recently, the cities of Hopkins, Medina, Edina, Spring Park, and Waysata (Please see reference list in appendix) Current Search The firm is currently at the final stage of the process with the City Engagement of Norwalk, Iowa, and at the recruitment stage for Police Chief with the City of Apple Valley. Mr. Fursman is responsible for the Kimberly search and will be the consultant assigned to the Scandia search. Search Process Our approach to executive search promotes maximum input from Approach the Mayor and Council in the search process. We help guide the process, but you are the final authority in the selection of candidates. We maintain continual contact with the client throughout the search and keep the candidates informed as the search progresses. In addition to our milestone meetings with the Mayor and City Council, we will provide periodic updates to keep you informed of our progress. Brimeyer Fursman is committed to accurately portraying all candidates to the City. Likewise, we strive to accurately represent the position to candidates to prevent unrealistic expectations. Executive Search Scope of Services Summary (Executive Search) Phase I Organization Meet individually with the Mayor and Council, Department Assessment and Develop Heads, and key staff. Meet with selected representatives from the Position Profile community andJor conduct public forums. Develop and present Position Profile. Phase II Recruitment of • Place announcements Best Candidates • Direct recruiting program • Collect and review resumes • Interview semi-finalists/Screen and evaluate • Prepare and present progress report • Assist elected board with the selection of top 5 candidates for interviews Phase III Interview • Reference checks - credential verification—credit report— Preparations and Event criminal check � Personality/Management Profile • Coordinate candidates' interviews • Prepare schedule, questions, review sheets • Monitor interviews, facilitate candidate review session • Develop compensation package • Assist with negotiations Phase IV Onboarding • Onboarding: Socialization process to assist new and existing leadership with the transition to a new Administrator. Follow-up Six to twelve months following the Administrator's start, we will assist with conducting a full review of the Administrator. Phase I Each search process begins with a careful assessment of the Part 1 current state of the organization. This evaluation is used when Organization the position profile is established to ensure applicants are screened Assessment according to the needs and established norms of the organization. � ° You will be asked how much if any, change in direction is hoped �' Y for with the new city manager and other key hires as they occur in the future. Candidates are screened for fit and capacity according � to your requirements discovered during the process. � Members of our team have extensive training through the Institute of Cultural Affairs on facilitating community discussions. A critical success factor of the search is identifying community priorities and the environment in which the City Administrator must function. We encourage meetings with citizens to further Citizen Engagement a�zd assess the climate of the community with the use of forums and Pa��ticination individual interviews. Executive Search � Phase I: Part 2 Establishing and Evaluating Expectations: A successful search has a thorough definition and agreement by Creating the Position the Mayor and City Council on each aspect of the position. Profile During this initial phase, our consultants will meet collectively ; �,. and individually with the Mayor and City Council members, ;>`,,: - Department Directors and Administrators, and key staff to learn ;� more about your goals and objectives. Critical factors to be determined include position responsibility and authority; reporting �� relationships; educational and experience requirements; personal and leadership qualities; and management style. We will � carefully review your expectations and provide industry tested feedback. We will discuss pay expectations, the available talent � pool, organization fit, and others that come up during the profile formation. Organizational study and The organizational review and city Administrator search should facilitated succession plan be a coordinated process whose elements happened together. The Coordinated with Manager information from the organizational review /assessment is Search essential for the successful recruitment of the new Administrator. We will pay considerable attention to establishing organizational goals and priorities for the position. The identification of priorities serves a two-fold purpose: it assists the hiring authority in developing a consensus on what is important for the organization and it alerts potential candidates to the important issues of the organization. After drafting the Profile, we will meet with the Mayor and City Council as a group to discuss the critical specifications of the position. A great deal of emphasis placed on the agreement of this analysis. Without this information, it is difficult to determine how potential candidates will affect the City's plans and organizational team. The final Position Profile, after approval by the Mayor and City Council, becomes the document against which we evaluate prospective candidates. Executive Search PHASE II: Develop The Position Profile serves as the primary recruitment tool as a and Implement an means of identifying the scope of the position and highlighting the Approved Recruitment unique characteristics and qualities of the community. Once the Plan Profile is approved, we will prepare and conduct a comprehensive program to contact candidates and determine sources of candidates. Place Announcements In addition to placing announcements in the appropriate Recruit Candidates professional and trade journals, we will announce the position on appropriate web sites and the Profile will be featured on The Recruitment Ads Brimeyer Fursman web site with a link to the City of Scandia ICMA:Internatio�:al City official web site. We will utilize our local, regional, and national Managers Association contacts to identify potential candidates. We will identify Gov't Tobs Linked-IN comparable organizations where key individuals will be Brimgroup Web Page cOntacted. League of Minnesota Cities Often times we are able to identify candidates from similar NeighboYing Leagues assignments who may be appropriate for the position. Sometimes the most qualified candidates are often not in the job market and do not respond to traditional advertising: therefore, we will directly recruit specific individuals with established patterns of talent, stability, and success throu:eh direct visits, calls, and mailinQs. Accept and Acknowledge Brimeyer Fursman will take all responsibility for accepting and Applications collecting applications and acknowledgments. We will maintain transparency and provide continual updates to the city and candidates as each step in the process proceeds. We take great care to treat all candidates with the greatest respect on behalf of the firm and Scandia. Review Resumes and Following the application deadline, we will screen each Screen Candidates applicant's experience and background against the Position Profile. After evaluating and comparing each application, we will 4 � F �� compile a list of candidates for further consideration. We will � ,.�' � >. r... ,� „ ,� conduct one-on-one interviews with the most promising ` individuals. Our staff will make every effort to conduct face-to- `�'`�.������� face interviews with these candidates. Our in-depth evaluation _�''"""r- and appraisal techniques will cover issues such as work °�.���". " � experience, education, professional development and � �-� �� `' , � achievement, career objectives, accomplishments, suitability, and � �,� � �.' s ecific interest in the osition. We will a articular attention � �. ; �� _� . :�. �lit P P P Y P to the management style that most closely reflects the needs of the organization. Executive Search • Assessment Tools We use a variety of techniques to "discover" the candidates who Cover letter& resu��e��eview �,ill have the greatest chance of success. Research shows that Short essays on topics reluted past performance is the greatest indicator of future success. We to the position spend a great deal of time reviewing the accomplishments and Writing sar,zple lessons learned on mistakes with each candidate. Additionally, SummaYy of accomplishments `,�,e profile management styles and capabilities of each candidate Insights managementprofile One-on-one interviews through testing and interviews. 360 Degree Reference Review Full Credit Report Credential Check Crinzinal Check � . m5� nt: Brimeyer Fursman is authorized to Diseover9 administer the Insights Discovery Personal Profile � Personaliry Profile System. The results will cover motivation and behavior patterns, management strategies, identification and management of conflict areas. The City will gain insights into the strengths, management style, and key communication styles for each finalist candidate. Progress Report Once interviews are complete, we will select the most qualified TOP 10 individuals to present to the Mayor and City Council. We will prepare a Progress Report that will provide information on ten candidates whose backgrounds most closely meet the requirements of the position. This Progress Report will provide specific information on: • Educational and work history • Accomplishments and growth potential • Strengths and possible limitations • Skills and performance history related to the position • Personality and decision making profile We will deliver this report and personally review it with the Mayor and City Council. Four to six candidates will be selected for further consideration based on the review. We will propose a schedule for interviewing the candidates and discuss the compensation expectations of the Mayor and City Council once the finalists are selected. Executive Search PHASE III: 360 Review: Prior to the interviews, we will conduct discreet Coordinate and reference checks on the finalist candidates. We will talk with Conduct Final peers and former associates of these candidates. We will speak Interviews with individuals who are, or have been, in positions to directly Reference and Credential evaluate the candidates' job performance. We will verify the Clzecks finalist candidates' credentials through educational, criminal, and credit checks. Final Interview and Resumes, cover letters, and reference reports will be provided on Selection Process each candidate prior to the interview. We will also provide the Mayor and City Council with a list of suggested interview .. ' questions and evaluation forms. We will discuss the proposed � '��� . procedures to be used in the interview process. Our suggested � . � mtervie�v schedule will allow the candidates to get acquainted :;�"` with the community and community leaders and to visit with the Mayor and City Council and the staff in informal settings. We culminate the process with individual and group interviews. If � possible, all interviews will be scheduled within a period of two days depending upon the desire of the Mayor and City Council. A consultant will be present at each interview. Selection After the interviews, we will meet with the Mayor and City Council to review the individual ratings and assist in determining the top candidate. The consultant will assist in this process to the extent requested by the Mayor and City Council. We take responsibility for notifying all unsuccessful candidates each time the candidate pool is narrowed down. Negotiaring Brimeyer Fursman, will take great care that the City of Scandia Compensation Package secures acceptance from the most desired individual. We will participate in the final negotiations. If any concerns arise in the final hour, by working as a third-party intermediary we can resolve important details of the offer which may have significant bearing on its final acceptance or rejection. We will negotiate the terms and conditions of employment and prepare a Letter of Agreement on behalf of the City of Scandia with the selected candidate. Executive Search Additional Support • If requested by the City, Brimeyer Fursman, will act as a Services spokesperson with the media in order to maintain the integrity of the selection process and to protect the confidentiality and privacy of the candidates who are not hired. • Family issues and dual career households are factors that influence an individual's decision to change jobs. We address circumstances arising from a job change including spouse careers, real estate issues, family concerns, and relocation details. � After the candidate is employed, we will follow up with both the City of Scandia and the candidate to insure a smooth transition and satisfactory completion of the assignment. This follow-up contact is intended to identify potential issues early so that adjustments can be made, if necessary. Phase IV: Onboarding— Onboarding is a process focused on the integration of new Preparing for change senior-level managers into an organization. The goal is to prepare Managers to succeed in their jobs as quickly as possible. Brimeyer Fursman will meet with the directors and key staff, � �, � � Mayor and City Council (if desirec� and the new City � , Administrator to discuss and plan for the adjustments that ' naturally occur during periods of transition. This is particularly � helpful to staff as they learn to work with their new supervisor. � '� � Items covered include effective communication, setting �,' expectations, clarification of roles and responsibilities, a review _ °�i of the culture and other norms. There is an onboarding fee of $500. First Performance If requested by the Mayor and City Council, we will assist in Review conducting a performance evaluation of the selected City Administrator at six to twelve months of employment. We will develop a Work Program that will contain objectives for the Administrator to accomplish in the ensuing six to twelve months. Executive Search • The Brimeyer Brimeyer Fursman offers an 18 month guarantee on the Fursman Guarantee effectiveness of the City Administrator, provided the Mayor and City Council and Brimeyer Fursman agree that all phases of the process have been successfully completed. Should the Mayor and City Council determine it necessary to terminate the City Administrator due to failure to adequately perform the duties as specified in the Profile and as represented by the process, we will refill the position at no additional fee and will charge expenses only. Should there be substantial changes in the political situation at the City of Scandia and a decision is made to terminate the City Administrator for reasons other than failure to perform the duties as specified in the Position Profile, this guarantee is subject to negotiations between the Mayor and City Council and Brimeyer Fursman. Brimeyer Fursman will not recruit candidates we have placed with your organization. Executive Search � Richard Fursman, President: Richard joined Brimeyer �. Fursman in 2007 and has conducted 20 searches over that time ��' period. Richard has over 25 years of senior management "'�"3�f experience in local government, most recently as the City Manager of Maplewood, Minnesota. Richard earned his Bachelor of Arts in Economics from the University of St. Thomas and his Master of Arts degree in Urban and Regional Affairs from Mankato State University. - Richard is an Adjunct Faculty member and an Organization Development Doctoral Candidate at the University of St. Principles Assigned to Thomas, writing his dissertation on leadership onboarding. He Search was awarded the title of Credentialed Manager by the Richard will be t/ze lead International City/County Management Association. Richard is a consultant on the p��oject past board member of the Minnesota City/County Management and will be involved irz all Association, a member of Rotary International, and past aspects of tlze sea�•cl�. president of the Minnesota Metropolitan Manager's Association. Richard has conducted numerous strategic planning retreats and consults with municipalities and non-profits on reorganization and change management in the USA and Abroad. Jim Brimeyer, Senior Associate: As founder of Brimeyer Fursman, Jim has been helping communities for over 20 years in executive search efforts for administrative positions throughout the Midwest. Jim has twenty years' experience in public sector management in four cities - three as City Manager, including his last position in St. Louis Park, Minnesota (1980 to 1988), with a � , budget of $28 million and 230 employees. He also served in � ''' Worthington, Ohio (1974 to 1980) and Wood Dale, Illinois (1971 : � � _ .��,_�,. }fi . to 1974). He began his career as Assistant City Manager in Park ' Ridge, Illinois after obtaining a Master's degree in Public � Administration from Northern Illinois University. Jim is past President of the Ohio City Management Association. Jinz will act us senio�� He is a member of the International City/County Management adnisor on the project a�ad Association, Metropolitan Area Management Association, will assist with st��ategy Minnesota City Management Association and the Minnesota development, review of Municipal Utilities Association. He is past President of the St. cundidates and screer,ing. Louis Park Rotary and the Rotary Foundation Board. Currently, Mr. Brimeyer serves on the Board of the St. Louis Park Community Foundation. In December 2003, Mr. Brimeyer completed his second four-year term as City Council member at- large in St. Louis Park, Minnesota. He is currently serving as committee chair with the Metropolitan Council of Twin Cities area. Executive Search Irina Fursman Irina is Vice President of Brimeyer Fursman, coordinating all facilitation and community contacts. Irina is a nationally ' certified facilitator and trainer from the Institute of Cultural Affairs. Irina was born, raised, and educated in Russia and � Ukraine where she earned her Bachelor's Degree of Education and Masters of Science Degree in Mathematics and Computer Science before moving to the United States in 2002. Irina has co- ,�;�` facilitated over 30 strategic planning sessions with cities and t businesses. She has worked with over 20 communities during the search process with facilitating community discussions, research for profile development, and coordinating candidate Irina will ussist with logistics. She has trained 100's of employees on the art and inte�•views and facilitation. She will be science of facilitation. involved with facilitation and community contucts. She will also handle candidate logistics durirzg the final interview stage of the project. Executive Search Appendix A Reference List Mayor Gene Maxwell City Manager James Verbrugge City of Hopkins Manager City of Brooklyn Park 1010 1 st St S, Organization Review and Restructure Hopkins, MN 55343 5200 85�'Ave North (952) 210-5169 Brooklyn Park, MN 55443 July 2011 (763)493-8001 City Manager 2009-2010 Mayor Mary Hamann-Roland City Administrator Mitch Berg City of Apple Valley Administrator of Bayport, Minnesota Dakota Communications Director Organization Review and Restructure (Regional Dispatch Services through joint 294 North Third Street powers agreement) Bayport, MN 55003 7100 147th St. W. (651)275-4404 Apple Valley, MN 55124 (952)237-0001 Mayor ponald Bellerud Executive Director- 2010 City of Gilbert Minnesota (218)780-7302 Mayor Sarah Reinhardt October 2010 City of Spring Park City Clerk/Managing Director 4349 Warren Ave Spring Park, MN 55384 Mayor Marlene Prospeck (952)471-0767 City of Hoyt Lakes Summer 2011 206 Kennedy Drive City Administrator Hoyt Lakes,MN 55750-1150 Phone: 218-225-2344 Mayor Tom Crosby December 2010 City of Medina, MN City Administrator 2052 County Road 24 Medina, MN 55340 (612) 332-9111 June 2011 City Administrator Executive Search Appendix B: Time Table Preliminary Time Table(Subject to your needs/changes) Brimeyer Fursman LLC will work with the Council on the timing of the search. We will work closely with you to work through scheduling difficulties. Authorization to roceed May Kick-off Meetin with Council June 1 Develo Profile and be in Or anization Anal sis June A rove Position Profile June 18 Start Recruitment June 19-July 23 Deadline for A lications July 23 Screen and Review Candidates July 23 —August 10 Pro ress Re ort/Select Finalists August 20 Reference and Credential Checks August Interviews September 7/8� Start of New Mana er Executive Search � Appendix C: Fees and Expenses Executive search rocess overview and fees Phase I Develop Position Profile $4,900 • Meet individually with the Mayor and City Council, Deparhnent Heads, and key staff • Meet with selected representatives from the community and/or conduct public forum • Develo , resent, and rint Position Profile Phase II Recruit and Screen Candidates $5,500 • Place Announcements • Direct Recruiting, Send Profiles • Review Resumes � Screen and evaluate candidates • Prepare and present Progress Report(progress report will be delivered in person and contain profiles of 10 candidates who demonstrate the best fit. Here the council selects the to 5 for interviews. Phase III Interviews and Background Checks $5,500 • Reference checks/credential verification • Personality Profile assessment instrument • Schedule and coordinate candidates' interviews with the assistance of City staff • Participate in interviews • Develop compensation package • Partici ate in ne otiations Phase IV(Post Administrator Hire) Mileage and • Prepare candidate and organization for new job lodging • First Performance Evaluation Expenses Typical expenses include copies and supplies,position advertising(League Web Sites, ICMA,Minnesota City Managers Association,Linked-IN)personality and management assessment profiles,credential and criminal background checks, etc. The expenses are for 5 finalists. Expenses for additional finalists will be billed at$300 each. Total not to Exceed $15,900 Ex enses not to Exceed $3,200 This estimate does not include costs associated with candidates'expenses for the final interview such as airfare for out of state candidates, hotels, meals and others. These expenses are influenced by the following factors: number of candidates invited to interview, location of candidates, spouse and family attendance, meals and hotel accommodations provided. For local candidates, the cost is typically zero. Executive Search Payment Policy Our payrnent policy is one-third of the fee due upon signing this agreement; one-third after presentation of the Progress Report; and the balance due 10 days after the search has successfully been completed, whether the agreement is oral or written. In the event the City Council terminates this agreement during the search, we will retain the progress payments to that point. Signatures Richard Fursman, President Date Brimeyer Fursman LLC Randall Simonson, Mayor Date City of Scandia Executive Search . APPENDIX D A Sampling of Brimeyer Fursman llc, Search Assignments i. City Manager-Roseville,MN(pop.36,000) 2. City Administrator-Lakeville,MN(pop. 23,000) 3. City Manager-New Brighton,MN(pop. 24,000) 4. City Administrator-Hastings,MN(pop. is,000) 5. City Administrator-Cottage Grove, MN(pop. 24,000) 6. City Manager-St.James,MN(pop.5,000) �. City Manager-Brooklyn Park,MN(pop.60,000) 8. City Administrator-Little Canada,MN(pop. io,000) 9. City Manager-Hopkins,MN(pop. i6,000) io. City Manager-Bemidji,MN(pop. 24,000) ii. City Administrator-Hibbing,MN(pop. 20,000) i2. City Administrator-Hermantown,MN(pop. �,000) i3. Clerk/Administrator-Mounds View,MN(pop. i2,000) 14. City Administrator-Orono,MN(pop.�,000) i5. City Administrator-South St. Paul,MN(pop. 24,000) i6. Village Manager-Village of Hazel Crest,IL(pop. i5,000) i�. City Manager-Robbinsdale,MN(pop. i5,000) i8. City Administrator-Becker,MN(pop. i,000) i9. City Administrator-Arden Hills, MN(pop. lo,000) 20.City Administrator-Sandstone,MN(pop. 2,000) 2i. County Administrator-Chisago County,MN 22. City Manager-Prior Lake,MN(pop.i2,000) 23. City Administrator-Luverne,MN(pop.4,400) 24.City Manager-Columbia Heights,MN(pop.i9,000) 25. City Manager-Webster City, IA(pop. 8,600) 26.City Coordinator-Minneapolis,MN(pop 3�0,000) 2�. City Administrator-Pipestone,MN(4,500) 28.City Administrator-Marshall,MN(pop. i2,000) 29.City Administrator-Oak Park Heights,MN(pop. 3,�00) 30.City Administrator- Rosemount,MN(pop.io,000) 3i. City Manager- St Anthony,MN(pop.8,000) 32. City Manager- Carroll,IA(pop. 8,000) 33• City Administrator- Savage,MN(pop. i2,000) 34•City Manager- Sheldon,IA(pop.5,000) 35• City Administrator- Emmetsburg,IA(pop.4,000) 36.County Coordinator-Benton County,MN(pop.30,000) 37. City Manager- Mankato,MN(pop.3i,5oo) 38.City Administrator- North Mankato,MN(pop. 1i,000) 39•City Manager- Robbinsdale,MN(pop. i4,000) 40.City Administrator- Worthington,MN(pop. io,000) 4i. City Administrator- Farmington,MN(pop. 6,8�0) 42.City Administrator- Mounds View, MN(pop. i2,600) 43•Clerk/Administrator- Centerville,MN(pop. 2,000) 44•County Administrator,St. Louis County,MN(pop. i98,000) 45• City Administrator- Northfield, MN(pop. i5,2oo) 46.City Manager- Columbia Heights,MN(pop. i9,000) 4�. City Manager- Benson, MN(pop. 3,500) 48.City Manager-Storm Lake,IA(pop. 9,000) Executive Search 49• City Manager-West St. Paul,MN(pop. i9,000) 50.Coordinator-Bryant Neighborhood,Minneapolis 5i. Council Administrator-Red Wing,MN(pop. i5,�oo) 52. City Manager-Maquoketa,IA(pop. 6,000) 53• City Manager-Spencer,IA(pop. ii,600) 54• City Administrator-Cottage Grove, MN(2�,�26) 55• City Administrator-St.Peter, MN(pop. io,000) 56. City Administrator-Minnetrista,MN(pop.3,900) 5�. City Administrator-Mahtomedi,MN(pop.6,800) 58.City Manager-Montevideo,MN(pop.5,500) 59• City Administrator-Charles City,IA(pop. 8,000) 60.City Manager-West Liberty,IA(pop. 3,000) 6i. City Administrator-Mora,MN(pop.3,000) 62. City Administrator-Baxter, MN(pop.4,800) 63. City Administrator-Waukee,IA(pop.3,500) 64.Clerk/Administrator-St.Joseph,MN(pop.4,500) 65. City Administrator-Sauk Rapids,MN(pop.io,000) 66.City Administrator-Park Rapids, MN 6�. City Administrator- Dyersville,IA(pop.3,800) 68.City Administrator- Fergus Falls,MN(pop. i3,000) 69.City Manager- Brookings, SD(pop. l8,o00) �o. City Administrator- West Burlington,IA(pop. 3,000) �i. City Administrator- Wayne,NE(pop. 5,000) �2. County Administrator-Becker County,MN(pop.30,000) 73. City Administrator- Sauk Centre,MN(pop.3,800) 74. City Administrator- Mounds View, MN(pop. i2,9oo) 75. City Administrator-Shorewood,MN(pop. �,000) �6. City Administrator-Andover,MN(pop. 25,000) ��. City Administrator-Waconia,MN(pop. 6,000) �8. City Manager-New Ulm,MN (pop.l4,o00) 79. City Administrator-East Grand Forks,MN(pop. 8,000) 80.City Administrator-Stillwater,MN(pop. i6,000) 8i. City Administrator-Farmington,MN(pop. io,000) 82.City Administrator-Minnetrista,MN(pop.4,400) 83.City Administrator-Lake City,MN(pop. 5,000) 84.City Administrator-Sartell,MN (pop. io,000) 85.City Manager-Moorhead,MN(pop.32,000) 86.County Administrator ❑ Rice County, MN(pop.5�,000) 8�. City Administrator—Northfield, MN(pop. i�,5oo) 88.City Administrator—Austin,MN(pop. 23,000) 8g.City Administrator—South St. Paul,MN(pop. 2o,i6�) 90.City Administrator—Newton,IA(pop. i6,000) 9i. City Administrator—Mahtomedi, MN(pop. 8,000) 92.City Manager—West Liberty,IA(pop.3,300) 93• City Administrator— Lake Elmo,MN(pop.�,38�) 94•CityAdministrator— Melrose,MN(pop.3,i5o) 95•Village Manager—Village of Shorewood,WI(pop. i2,000) 96.City Manager— Manchester,IA(pop.5,000) 9�. General Manager—Lake Panorama Association,IA 98.City Manager— Knoxville,IA(pop.�,730) 99•City Manager— Yankton, SD(pop. i4,000) Executive Search ioo. City Administrator/Clerk—Cresco, IA(pop.4,000) ioi. City Manager/Public Works Director- Denison,IA(pop. �,340) io2.City Manager— St.James,MN(pop.4,�00) io3.City Clerk-Administrator— Stewartville,MN(pop. 5,650) 104.City Manager—Bemidji,MN(pop. i3,000) 105.City Manager— Cedar Rapids,IA(pop. i2o,000) io6.City Administrator—Ottumwa,IA(pop. 25,000) io�.City Administrator—Mason City,IA(pop. 29,000) io8.City Administrator—Worthington,MN(pop. ii,3oo) io9.City Administrator/Clerk—Maple Plain,MN(pop. 2,ioo) iio. County Administrator—Yellow Medicine County,MN 1i1.City Administrator—Lake Elmo,MN(pop. 8,000) ii2. City Administrator—City of Minnetrista,MN(pop.5�542) ii3. City Administrator—Staples,MN(3,ioo) ii4. City Administrator—Arlington,MN(pop. 2,ioo) i15. City Administrator—Olivia,MN(2,570) i16. City Manager—Spencer,IA(pop. i1,3i�) ii�. City Administrator—Detroit Lakes,MN(pop. 8,300) ii8. City Manager—Moorhead, MN—(pop. 34�244) ii9. City Administrator—Osseo,MN—(pop. 2,500) i2o.City Administrator—Owatonna,MN—(pop. 24�255) i2i. City Administrator—Gaylord,MN(pop. 2,293) i22.City Administrator—City of New Prague,MN(pop. 6,�8�) i2g. City Administrator—City of Rosemount,MN(pop. 22,397) i24.City Administrator—Kenyon, MN(pop. i,696) i25. City Manager—City of Canton ,SD(pop.3,iio) i26.City Manager—City of Aberdeen, SD(pop. 25,000) i2�. City Administrator—City of Newport, MN(pop.3�565) i28.City Administrator—City of Hermantown, MN(pop. 9,i92) i29.City Administrator—City of Barnesville,MN(pop. 2,200) i3o.City Clerk/Administrator—City of Caledonia,MN(pop 3,000) i3i. City Manager—City of Albert Lea,MN(pop i8,000) i32.City Administrator—City of Arden Hills,MN(pop io,000) Executive Search ' NON-PROFIT i. Executive Director-Urban Concerns Workshops 2. Executive Director-Minnesota State Council on Disability 3. Executive Director-Local Government Information Systems 4. Manager,LRT Development-Regional Transit Board-Twin Cities 5. Executive Director-Cold Weather Resource Center 6. Executive Director-Minnesota Chiefs of Police Association �. Executive Director-North Suburban Cable Commission and Access Corp. 8. Executive Director-League of Minnesota Cities 9. Executive Director-Family Violence Network io. Executive Director-Southwest Minnesota Initiative Fund ii. Executive Director-PossAbilities of Southern Minnesota i2. Executive Director-Metropolitan Library Services Agency i3. Executive Director-Blue Earth Economic Development Authority 14. Executive Director-St. Cloud Housing and Redevelopment Authority i5. Executive Director-East Central Solid Waste Commission i6. District Administrator-Minnehaha Creek Watershed District i�. Library Director-Carver County i8. Center Administrator-Consolidated Public Safety Answering Point i9. Director of Finance and Administration-Lincoln Pipestone Rural Water Assoc. 20.President/CEO -Sheriffs Youth Programs of Minnesota 2i. Executive Director—Dakota County Communications Center,MN 22. Executive Director-Rice Creek Watershed District 23.Assistant Finance Director,Detention Center—Steele County,MN 24. Chief Operating Officer—Senior Community Services,Twin Cities Metro 25. Executive Director—Dakota Communications Center, Dakota County MN PRIVATE SECTOR i. Senior Account Manager-government leasing corporation 2. Senior Design Engineer and Production Manager-sign manufacturing company 3. Transportation Engineer-engineering consulting firm 4. Urban Planner-engineering consulting firm 5. Senior Engineer-engineering consulting firm 6. Manager of Administrative Services-architectural firm �. Senior Associate-engineering consulting firm 8. Electrical Engineer-industrial engineering firm 9. Marketing Manager-architectural firm io. Marketing Coordinator-architectural firm ii. General Manager-Minnesota Valley Country Club Executive Search �