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