Loading...
9.c. Discussion on Administrator search and approval of position profileDDA Human Resources, Inc. a David Drawn Associates Company April 9, 2019 Honorable Mayor and Council Members City of Scandia 14727 209t' St. N. Scandia, MN 55073 Dear Members of the Council, St. Bonifacius Office: 4796 Merganser Drive St. Bonifacius, MN 55375 (612) 920-3320 x111 1 fax: (612) 605-2375 I iza(aldaviddrown.com www.ddahumanresources.com We are nearing the point of posting the City Administrator position, so I will attend your meeting on April 16, 2019, to review the process and seek approval to move ahead with the search. As you know, the information gathering process for developing the position profile has been taking place for several weeks. Attached to this memo is the draft position profile that will be discussed and modified as needed at the Council Meeting. I have included information from the League of Minnesota Cities Salary & Benefits Survey to be used for discussion when reviewing the advertised salary range for the Scandia City Administrator position. The results in the salary survey are self-reported from participating cities. You will note the data entry date in the far -right column of the chart included in this packet. The current salary range for the Scandia City Administrator position is $73,320 - $91,650 which is lower than comparable cities similar in population and region (and outside of the region). Other items of discussion at the meeting include the job description, search timeline and interview process. The job description was updated in 2015 by Springsted and provides a good overall summary of the duties and responsibilities for this position. During my visit with each of you and the various stakeholders, I did hear there was great value placed on a candidate with a strong planning background and familiarity in all areas of government. The Council may want to consider changing the Education and Experience section within the job description to reflect these values. You will see the profile includes tentative dates for the final interviews, so I would like to finalize interview dates with you at the April 16th meeting. The interviews can be done in one day or two days depending on which components the Council wishes to include in the process. Some of the options for this part of the process include the following: • City Tour • Lunch with leadership staff and Council • Individual interviews with each Council member • Community meet and greet event • Leadership staff interview • Full Council -formal interview • Other options The number of components desired will determine whether the process will take place over one or two days. There is no right or wrong approach to this, as each City has different preferences. Additionally, the decision about interview components will be made a future meeting. Information is being provided now so you can contemplate the options. In summary, the items for discussion at the April 16' meeting include the following: 1. Position Profile: Review and approve 2. Salary Range: Review and approve 3. Job Description: Review and approve 4. Timeline: Determine date(s) of final interviews 5. Any questions from the Council Thank you. Sincerely, t Liza M. Donabauer Management Consultant Attachments • Draft Profile • Draft Timeline • Salary Comparisons • Job Description Salaries: City/ County Admin./Manager/Coordinator Data Source: League of MN Cities Salary Survey https://www.Imc.org/page/1/salary-survey-info.osp Organization Pop Region Job Title Range Min Range Max Actual Avg Reports To Entry Date Bayport 3,714 Metro City Administrator $88,132.97 $122,633.30 $92,110.00 Council 4/27/2017 Becker 4,791 Central City Administrator $85,595.99 $120,844.10 $120,844.10 City Council 3/8/2019 Blue Earth 3,332 Southwest Clerk Administrator $68,806.20 $101,427.50 $91,795.20 Mayor and Council 3/14/2019 Breckenridge 3,289 Central City Administrator $80,710.52 $96,372.58 $88,194.56 City Council 3/5/2019 Cannon Falls 4,083 Southeast City Administrator - $119,842.80 $119,842.80 City Council 4/17/2018 Carver 4,623 Metro City Manager $97,644.84 $121,679.70 $121,679.70 City Council 3/18/2019 Centerville 3,916 Metro Administrator $75,591.47 $111,180.50 $99,522.89 Council 3/8/2018 Deephaven 3,793 Metro City/Clerk Administrator $87,484.80 $113,588.80 $108,659.20 City Council 3/11/2019 Dilworth 3,698 Northwest City Administrator $76,381.00 $98,186.00 $96,005.00 City Council and Mayc 3/23/2018 Elko New Market 4,700 Metro City Administrator $100,713.60 $123,864.00 $123,864.00 City Council 3/20/2019 Goodview 4,151 Southeast City Administrator $75,414.00 $98,265.00 $98,265.00 City Council 4/16/2018 Le Sueur 4,100 Central City Administrator $95,616.95 $118,792.60 $118,792.60 City Council 3/4/2019 Luverne 4,745 Southwest City Administrator $90,646.00 $127,275.00 $127,275.00 City Council 3/29/2019 Melrose 3,600 Central City Administrator/Treasurer $79,830.45 $107,879.00 $107,879.00 City Council 4/23/2018 Mora 3,635 Central City Administrator $80,163.00 $106,891.00 $93,527.00 City Council/EDA/PUC 4/3/2018 Newport 3,582 Metro City Administrator $88,366.00 $109,785.00 $103,987.00 City Council 3/27/2019 North Oaks 5,015 Metro City Administrator $98,000.00 $109,000.00 $106,500.00 City Council 3/18/2019 Norwood Young AME 3,637 Metro City Administrator $75,857.60 $94,744.00 $94,744.00 City Council 3/30/2018 Oak Park Heights 4,706 Metro City Administrator $113,028.80 $113,028.80 $113,028.80 Council 3/14/2019 Princeton 4,732 Central City Administrator $83,046.00 $103,805.00 $94,908.00 City Council 4/8/2019 Rockford 4,380 Metro City Administrator $83,200.00 $119,470.00 $105,082.00 City Mayor and City C, 12/6/2018 Sleepy Eye 3,521 Southwest City Manager $80,000.00 $120,000.00 $105,000.00 City Council 6/5/2018 St. Charles 3,725 Southeast City Administrator $75,192.00 $93,995.20 $84,593.60 City Council 4/9/2019 Staples 2,941 Central City Administrator $88,520.00 $88,520.41 $88,520.00 City Council 3/5/2018 Two Harbors 3,578 Northeast CITY ADMINISTRATOR $95,360.86 $104,897.00 $95,360.86 CITY COUNCIL 9/11/2018 Watertown 4,226 Metro City Administrator $85,729.00 $107,064.00 $107,064.00 City Council 3/7/2019 Windom 4,637 Southwest City Administrator $94,681.60 $118,352.00 $115,752.00 City Council 10/29/2018 Zumbrota 3,412 Southeast City Administrator $77,480.00 $96,304.00 $96,304.00 Mayor 3/20/2019 Average $85,970.14 $109,560.26 $104,253.58 Scandia 3,945 Metro City Administrator $73,320.00 $91,650.00 $84,221.00 City Council 3/4/2019 Position: City Administrator Location: City of Scandia, Minnesota Population: 4,049 Salary Range: $73,320 to $91,650 The City of Scandia, Minnesota, is a beautiful bedroom community that celebrates its rich heritage and vast outdoor recreation opportunities. Scenic, winding country roads with wide shoulders are highly regarded by area cyclists. Living in Scandia, residents enjoy a sense of peacefulness, dark starry skies and a place to escape the tension and stress of the metro. Residents are environmentally sensitive and appreciate Scandia's uniquely rural landscape. The City offers great views of rugged valley geological cutouts and the Wisconsin bluffs. Scandia is located in Washington County at the edge of the Twin Cities Metropolitan Area. The City is home to approximately 4,049 residents. Students in the City of Scandia are afforded public education through the Forest Lake Area School District. The District is comprised of eight elementary schools, a community school (formerly ALC), a middle school, and a high school. One of the elementary schools, Scandia Elementary School, is located in the City of Scandia. Scandia Elementary has been a Minnesota School of Excellence since 1995 and an International Baccalaureate World School since 2015. The school enrolls approximately 325 students and employs nearly 40 staff members. In 2015, voters approved funding for a multi-year, multi -building renovation project to provide modern, safe school facilities. Over half of the project has now been completed. The middle school and high school are located in Forest Lake. Osceola Medical Center- Scandia hh 'a li i can - Clinic provides comprehensive family medical care in the City of - — Scandia. The clinic encompasses everything including primary care, basic lab and x-ray procedures, and they also have access to OMC's services including diagnostics, the Birth Center, emergency care, hospital care, surgery, oncology, ophthalmology, and cardiology. Being located on MN 97 and MN 95, as well as its location along the St. Croix River, make Scandia an attractive location for new businesses. Scandia is currently home to a number of large and small businesses that provide a diversity of jobs within the City. The largest single industry is educational services which provides 21% of the jobs in Scandia. Healthcare and social assistance and construction make up the second and third largest single industries in the City. Projections show employment increasing in Scandia considerably in the next 20 years, projecting to add 190 jobs by 2040. Visitors and residents of Scandia enjoy the beauty of the lakes, river, trails, and parks throughout the City, including the William O'Brien State Park. The State Park provides a beautiful setting along the St. Croix River, which is a true asset to the City. Visitors can explore the trails, fish or canoe the river, snowshoe, ski, and camp. Scandia's other parks offer such amenities as shelters, grills, electrical hook-ups, children's play structures, ball fields and much more. Scandia has approximately 116 acres of City - owned parks. The community also boasts a lively music scene, artisans, and pottery. You can also find a unique experience at the Gammelgarden Museum. It is the only open air museum devoted to preserving, presenting, and promoting Swedish immigrant heritage in the United States. Other historical landmarks including the first community church, two historic schools, and a monument commemorating the first site of Swedish settlement. Area festivals provide a plethora of community orientated activity. "Taco Daze" is Scandia's annual community festival that is held the Saturday after Labor Day each year and is primarily sponsored by the Scandia Marine Lions Club, the state's largest Lions Club with 147 members. There is also a farmer's market that is held on Wednesdays from June through September. Scandia Fire and Rescue also hosts the Annual Fire Ball at the Scandia Community Center and includes live music, beverages, raffles, and more. The Scandia City Council consists of a Mayor and four Council members. The Mayor serves a two year term, and the Council members serve four year terms. The Council is assisted in its decision making process by a number of commissions and advisory committees including the Planning Commission, the Parks and Recreation Committee, and the Wastewater Advisory Committee. Under the direction of the City Council, the City Administrator ensures that the adopted ordinances, resolutions, and policies are implemented and consistently applied. The Administrator also exercises supervision over all members of the staff. The administrative staff has a willingness to learn, appreciates challenges, and works as a team. Staff members enjoy providing a true customer experience for Scandia's residents. The Council trusts in and supports its staff. The City is moving in a forward momentum with its Comprehensive Plan 2040 Update, a U of M Tourism Assessment Study, a Wastewater Study, and state legislative support for the Gateway Trail segment. The City of Scandia enjoys a collaborative relationship with area communities as well as Washington County. ORGANIZATIONAL STRUCTURE =Advisory Attorney Fire Assistant Chiefs Captains Engineer Firefighters hm City Council Consultants & Contracts Administrator/ Clerk Parks Public Works Administration Maintenance Office Assistant BUDGET no 2018 2019 Personal Service 690,300 710,900 423,500 3,000 Materials 8v Supplies 2,171,100 187,200 173,900 344,000 352,900 Contractual Services 19,500 863,600 803,800 6,200 2,200 Capital Outlay 126,300 6,500 6,000 127,200 136,000 Fire 271,500 262,400 Public Works 730,500 661,000 Parks 8v Recreation 72,800 83,100 Community Center 49,600 46,800 Transfers 423,500 3,000 Total by Department 2,171,100 1,697,600 Transfers 423,500 3,000 Total by Object 2,171,100 1,697,600 Administration 8v Finance 344,000 352,900 City Council 19,500 31,000 Elections 6,200 2,200 Planning 8v Building 126,300 119,200 Police 127,200 136,000 Fire 271,500 262,400 Public Works 730,500 661,000 Parks 8v Recreation 72,800 83,100 Community Center 49,600 46,800 Transfers 423,500 3,000 Total by Department 2,171,100 1,697,600 ■ Directs agenda and minute preparation for the governing board and appointed boards and commissions; staffs meetings and directs staff to ensure implementation of adopted policies and direction. ■ Works with the governing body to coordinate the establishment and implementation of strategic and long-range plans. ■ Prepares and submits a proposed budget to the governing body for its approval; administers the budget and provides financial reports to the governing body. ■ Reviews and prepares written reports and recommendations for the governing body and various boards and commissions. ■ Meets with various citizen groups or individual citizens; responds to requests for information; handles complaints. ■ Provides recommendations to the governing body on the employment, discipline, and removal of all employees. ■ Supervises employees; establishes and communicates performance expectations; coaches and develops staff, and regularly evaluates staff performance to ensure accountability. ■ Develops and administers human resource policies, a compensation plan, and employee benefits. ■ Participates in collective bargaining negotiations and administers labor agreements. ■ Develops and implements administrative rules, policies, and procedures. ■ Coordinates and manages consultant service agreements for contracted functions and special projects. ■ Serves as the Executive Director of the Scandia Economic Development Authority. ■ Responds to questions from residents and developers regarding zoning and land use regulations. ■ Receives, investigates, and documents complaints regarding property maintenance, construction, and other land use activities. ■ Provides recording, filing, and noticing for all official proceedings, regular and special meetings, and public hearings. ■ Coordinates and supervises biannual and special elections including the training of election judges. ■ Oversees the maintenance of financial books and the recording of funds, receipting of payments, preparation of vendor claims, and the selection of official depositories. ■ Performs related tasks as required. ■ Strong planning background. ■ Has a deep appreciation for and enjoys the outdoors and the preservation of heritage. ■ Energetic, even keeled, diplomatic individual with a sense of humor and thick skin. ■ Comfortable wearing many hats and has a general familiarity in all areas of government: economic development, finance, planning, public works, utilities, etc. ■ Values and recognizes the staff's strengths, assesses their needs, and provides support. ■ A visionary collaborator and an effective communicator. ■ Versatile and confident without being arrogant. ■ Intelligent, credible, and humble. ■ Open-minded, thinks outside the box, and asks questions with an avid determination to hurdle over roadblocks. ■ Responsive and a firm decision maker. ■ Enjoys the research process, provides alternatives to the Council, and allows the Council to make final decision. ■ Outgoing, open, and approachable- enjoys being a part of a community and developing long-lasting relationships. ■ Strategic, problem solver with an ability to build teams and utilize others strengths. ■ Comfortable testifying at the State on behalf of the community. ■ Has a deep understanding of long-term budget planning and updating a capital improvement plan. ■ Demonstrated flexibility, willingness to learn, asks for help, and applies previous knowledge. ■ Enjoys facilitating and assisting others in setting goals, establishing a vision, and carrying out established goals. ■ Ability to utilize technology to increase productivity and to promote meaningful conversations. ■ Experience in contract management and negotiation. ■ Develop an annual goal setting session and lead the charge in carrying out the 2040 Compensation Plan (anticipated adoption in May 2019) and U of M Tourism Study initiatives. ■ Lead the charge in the City's efforts to develop a vibrant downtown and attract a variety of lifestyle housing. First step: evaluate City code to determine where zoning regulations can be improved. ■ Develop and share a calendar cycle for potential grant opportunities in sync with community projects. Develop a system to streamline communication and collaboration between Scandia's community interest groups, City appointed commissions, and the elementary school. ■ Engage in long term multi -agency planning for future expansion of the regional trail system. ■ Support area efforts to improve park facilities and outdoor recreation activities. ■ Engage in efforts to build the Gateway Trail. ■ Support the community's broadband initiative. ■ Create reserve funds for enterprise funds. ■ Consider employing a space study of the Community Center to better utilize its space and increase visual appeal. ■ Explore ways to increase the City's commercial base in a way that supports the community's vision. ■ Examine current and future sewer and water infrastructure needs and develop a plan for potential growth. ■ Promote document retention to combat storage constraints within City Hall. ■ Continue to build on the City's collaborative relationships with MnDOT, the DNR, Washington County, Watershed, and area organizations. City Administrator: City of Scandia, Minnesota Salary Range: $73,320 to $91,650 General Duties Performs difficult professional and administrative work managing local government operations and activities, ensures adopted ordinances, resolutions, and policies are implemented and applied, and exercises supervision over all staff. To view the position profile, visit https: / /www.ddahumanresources.com/active-searches. Minimum Qualifications Graduation from an accredited college or university with major coursework in Public Administration, or related field, or an equivalent combination of education and experience with considerable administrative experience in local government. Apply To apply, visit htt-ps://daviddrown.hiring-platform.com/27134-scandia-cily- administrator/ 71307 -a -p -plication -form/ en, and complete the process by May 15, 2019. Finalists will be selected by the City Council on June 5, 2019, and final interviews will take place on June 27 & 28, 2019. Please direct questions to Liza Donabauer at liza(a-Waviddrown.com or 612-920-3320 x111. DDA Human Resources, Inc. a David Drown Associates Company DDA Human Resources, Inc. St. Bonifacius Office 4796 Merganser Drive St. Bonifacius, MN 55375 Phone: 612-920-3320 x111 Fax: 612-605-2375 liza(&daviddrown. com www.ddahumanresources.com Scandia City Administrator Search Timeline (requires Council approval) Dates in yellow require Council Member attendance and action. COMPLETION ITEM TASK DATE Decision by City March 7, 2019 Council to proceed ♦ Gather all pertinent background information Information gathering ♦ Gather salary information and review job description March 15, 2019 ♦ Meet individually with each member of the City Council Professional profile ♦ Develop position profile and advertisement April 9, 2019 Approve position ♦ City Council approves profile, job description, salary range, profile and hiring process April 16, 2019 ♦ Post position immediately upon approval of profile Candidate ♦Comprehensively advertise April 17, 2019- recruitment May 15, 2019 ♦ Email and phone calls to prospective candidates Screening of DDA will review and rank applicants based on job related applicants criteria and select semifinalists May 16, 2019 Video Interview Each semifinalist will complete a video interview May 28, 2019 Personality Index DDA will administer a work-related personality index to all May 28, 2019 semifinalists. ♦ City Council selects finalists for interviews Selection of finalists June 5, 2019 ♦ DDA will notify candidates not selected as finalists ♦ Includes: • Criminal background: county, state, national Background check of • Sex offender registry all finalists selected • Social Security number verification June 19, 2019 for interviews • Employment and education verification • Credit Check Reference check on DDA will conduct reference checks with current and former June 19 2019 all finalists employers on all finalists DDA will administer an intellectual profile measuring verbal Intellectual profile reasoning, mathematical and logical reasoning, and overall June 19, 2019 mental aptitude DDA will provide the Council information including: • Summary of references • Results of background checks Finalist Packet • Personality index reports June 20, 2019 • Video interview • Resumes, etc. DDA will prepare all interview materials and be present at all Interviews interviews and other functions. It is recommended that June 27 & 28, 2019 interviews be at a special meeting Decision City Council will select candidate for offer June 28, 2019 Offer and agreement DDA will negotiate agreement with selected person July 1, 2019 Projected start date New Administrator begins August 5, 2019 Follow up DDA will follow up periodically with the new Administrator August 2020