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10.c4 DDA Proposal (written feedback will be obtained by DDA Staff to relay to Council after interviews) CITY OF SCANDIA City Administrator Search Proposal Submitted by DDA Human Resources, Inc. October 31, 2022 Prepared by: Liza Donabauer Management Consultant CITY OF SCANDIA | City Administrator Search Proposal CONTENTS OF THE PROPOSAL ■ Description of the Firm ■ Process Details ■ Approach to the Process ■ Fees ■ Service Team ■ Assurance ■ Timeline ■ References DESCRIPTION OF THE FIRM Proudly based in Minnesota, David Drown Associates (DDA) is a full-service consulting firm with more than 20 years working with local governments providing a full range of fiscal and economic development services, along with compensation and classification services and executive searches, to over 450 government clients throughout Minnesota. Over these years, we have gotten to know local government well, and we have worked hard to keep our services up to date to meet the ever-changing needs of our clients. In 2013, we expanded our scope to provide human resources services — we started with executive recruitment and organizational studies and more recently added classification and compensation studies. Because of growth in our human resource service area, a new human resource affiliate company was created in 2017. DDA Human Resources Inc. currently employs eleven individuals serving cities, counties, and special districts throughout Minnesota. The vast majority of our consultants are recent practitioners having served as Administrators or Human Resource Managers. We have provided executive search services to over 100 cities and counties throughout Minnesota. Therefore, we understand the current challenges, know hundreds of potential candidates, and have our finger on the pulse of hiring City and County Administrators and Managers anywhere in the state. We take great pride in providing the best service at a fair and equitable price. We think you will find that our small company is nimble, efficient, and personable. We know and understand local government, and that will always guide our work. APPROACH TO THE PROCES S Our approach to this search will be to focus on finding the best fit for the City of Scandia. This is accomplished, first and foremost, by listening to what you are saying, understanding your goals and objectives, and building the search process off that foundation. After gathering background information, we comprehensively advertise the position and make sure that the posting gets into the hands of prospective candidates. In some cases, those persons are not active job seekers, so we will make every effort to find those folks through direct outreach efforts. After the posting closes, an analysis of candidates will be completed so that, when the semifinalists are presented to the City Council, you will be confident that these people are the best matches from the submitted applications. After the Council selects the finalists, these candidates will be fully researched, and all necessary hiring information will be available prior to the Council making a decision. Communication with the City Council is a high priority. In addition to our Consultant Liza Donabauer being on site regularly, the City Council will receive weekly email updates, and she will always be available for questions. CITY OF SCANDIA | City Administrator Search Proposal SERVICE TEAM LIZA DONABAUER – PROJECT LEAD Liza came to DDA with both private and public-sector experience. With a background in construction and finance administration, her passion for public sector work led her to Wright County where she provided support to the HR Department, County Coordinator, and Commissioners. While pursuing her MBA, Liza entered city management for Clearwater, Kansas, and then later moved to Arlington, Minnesota. During her four years in Arlington as a City Administrator, she completed a reorganization of the administration department, developed an orientation and capital planning process for two new councils, conducted compensation studies for several departments, engaged in a strategic planning session, and took part in developing a leadership curriculum for up-and-coming leaders in Sibley County. Her work has centered on human resource management, strong community participation, and leadership development. Liza enjoys working with colleagues throughout the state through her involvement in MCMA, a state affiliation of ICMA. She currently serves on the MCMA Women in the Profession Committee and Annual Conference Planning Committee. Since joining DDA, Liza has conducted over 40 Administrator/Manager and Department Director searches. Contact Information: liza@daviddrown.com 612-920-3320 x111 4796 Merganser Drive St. Bonifacius, MN 55375 LIZ FOSTER Liz is an Assistant Consultant that provides support and assistance within our Human Resources Division. Since joining DDA in 2015, Liz has been involved in numerous executive searches and other HR projects. Some of Liz’s duties include community research, creating position profiles, assembling interview materials for our clients, and providing general administrative support to our consultants. Contact Information: liz@daviddrown.com 612-920-3320 x108 704 10th Ave SE Austin, MN 55912 CITY OF SCANDIA | City Administrator Search Proposal MARK CASEY Mark joined as a Management Consultant specializing in executive searches, strategic planning, and organizational consulting in the Twin Cities metropolitan area. In his thirty-three years of public service, Mark has served as the City Manager for the City of St. Anthony Village, City Administrator for the City of Annandale, and Director of Community Education for both the Annandale and Maple Lake school districts. He also worked for the Cities of Faribault, Saint Peter, and Columbia Heights. Mark received his undergraduate degree from the University of Minnesota and a master’s from St. Cloud State University. He has served on numerous boards and commissions including the League of Minnesota Cities, Metro Cites (President), Metro Area Management Association, and the Allina Hospital Board of Directors (Buffalo, MN), and he has been a frequent guest lecturer at the University of Minnesota, Hamline University, and Metro State University. Mark will assist with recruitment and consulting as needed. Contact Information: mark@daviddrown.com 612-920-3320 x113 2241 17th Street NW New Brighton, MN 55112 GARY WE IERS Prior to joining DDA in 2013, Gary had over 20 years of county government management experience, the last 11 years as County Administrator in Rice County. Prior to becoming Administrator, Gary served as the Social Service Department Director in Rice County and worked as a Social Service Supervisor in Mower County and Sherburne County. Gary received his bachelor’s degree from the University of St. Thomas and has honed his skills by working his way up from an entry level social worker position to be the head of a $50 million organization with over 350 employees. Gary has worked with local governments ranging in size from a couple thousand residents to communities of over 150,000 persons. In addition to conducting executive searches, Gary has done work with communities on sharing services, organizational analysis, strategic planning, and other management related work. Gary has conducted over 80 executive searches and numerous organizational studies. Gary will assist with recruitment and consulting as needed. Contact Information: gary@daviddrown.com 612-920-3320 x109 1327 Merrywood Court Faribault, MN 55021 CITY OF SCANDIA | City Administrator Search Proposal PAT MELVIN Pat joined DDA as a Management Consultant specializing in Executive Search Services. He has a Government and Management Degree from Saint John’s University and a Public Administration Studies master’s degree from the University of Minnesota – Mankato which he earned while working for the City of Edina. Pat grew from being the Special Projects Administrator in Wright to becoming the Administrator in McLeod County and has city experience serving as City Administrator in the Cities of Arlington and Minnetonka Beach. While working in county and city government, Pat has been involved in numerous aspects of local government including policy development, budgeting, human resources (including recruiting), payroll, benefits and workplace investigations, capital improvement plans, contract negotiations, grievance settlements, and managed a group self-insured health insurance plan. Pat enjoys working with a team of individuals to establish goals, address concerns, and build upon success Pat will assist with recruitment and consulting as needed. Contact Information: pat@daviddrown.com 612-920-3320 x116 3620 Northome Ave Wayzata, MN 55391 CITY OF SCANDIA | City Administrator Search Proposal TIMELINE This timeline is tentative. The final timeline will be set after the City Council’s decision to proceed. The dates highlighted in yellow indicate required Council participation. ITEM TASK COMPLETION DATE Decision by City Council to proceed November 2, 2022 Information gathering ▪ Gather all pertinent background information ▪ Gather salary information and review job description ▪ Meet with staff, stakeholders, and each member of the City Council November 14, 2022 Professional position profile Develop position profile and advertisement November 30, 2022 Approve position profile City Council approves profile, job description, salary range, and hiring process December 7, 2022 Work Session Special Meeting Candidate recruitment ▪ Post position immediately upon approval of profile ▪ Comprehensively advertise ▪ Email and phone calls to prospective candidates December 8, 2022- January 5, 2023 Screening of applicants DDA will review and rank applicants based on job related criteria and select semifinalists January 6, 2023 Personality Index DDA will administer a work-related personality index to all semifinalists January 22, 2023 Video interview Each semifinalist will complete a video interview January 22, 2023 Selection of finalists ▪ City Council selects finalists for interviews ▪ DDA will notify candidates not selected as finalists February 1, 2023 Background check of all finalists Includes: ▪ Criminal background: county, state, national ▪ Sex offender registry ▪ Social Security number verification ▪ Education verification ▪ Credit check February 15, 2023 Reference check on all finalists DDA will conduct reference checks with current and former employers on all finalists February 15, 2023 Intellect profile DDA will administer an intellect profile measuring verbal reasoning, mathematical and logical reasoning, and overall mental aptitude. February 15, 2023 Finalist packet DDA will provide the Council information including: ▪ Summary of references ▪ Results of background checks ▪ Personality index reports ▪ Video interview ▪ Resumes, etc. February 16, 2023 Interviews DDA will prepare all interview materials and be present at all interviews and other functions. It is recommended that Council interviews be at a special meeting February 23, 2023 Special Meeting Decision City Council will select candidate for offer February 23, 2023 Offer and agreement DDA will negotiate agreement with selected candidate February 27, 2023 Projected start date New Administrator begins March/April 2023 CITY OF SCANDIA | City Administrator Search Proposal PROCESS DETAILS STEP 1 : INFORMATION GATHERING DDA will gather and assemble background information pertaining to the City and position. In addition, Liza will meet individually with all Council members to discuss candidate attributes, experience, and other important qualifications. Others will be interviewed as per the direction of the City. At the same time, the job description will be reviewed and updated and, if needed, we will gather relevant comparative salary information for consideration by the Council. We will quickly develop a comprehensive understanding of the organization, community, and position. Deliverables: ■ In-person information gathering via interviews with the Council ■ DDA receives information from the City such as organizational chart, logos/images, budgets, existing job description, etc. STEP 2 : DEVELOPMENT OF POSITION PROFILE Based on the information received from the City Council, DDA will develop a professional position profile that is customized to present the City of Scandia in the most positive manner and provides prospective candidates with meaningful information. A draft will be presented to the City Council for consideration and approval prior to advertising. A sample profile is attached. Deliverables: ■ Draft profile sent to City Council for approval ■ Review and approval of job description and salary range by Council ■ Review and approve proposed search timeline for purposes of advertisement and scheduling STEP 3 : ADVERTISEMENT AND RECRUITMENT DDA will comprehensively advertise the position and make direct contact with possible candidates who are not active job seekers. Some of the places the position will be advertised include League of Minnesota Cities, International City/County Management Association, Minnesota Association of City/County Managers, Association of Minnesota Counties, GovernmentJobs.com, and municipal associations in Iowa, Wisconsin, and South Dakota. In addition, the posting will be shared with professional networks through the Universities of Minnesota, Iowa, Wisconsin, South Dakota, and Nebraska, as well as the MN Private Colleges Consortium, MN State Universities, and other colleges and universities. Beyond the traditional advertising sites, our advertising also penetrates diverse markets such as Woman Leading Government (WLG) and International Network of Asian Public Administrators (I-NAPA). Other local advertising will be done as per direction from the City. Regular communication with candidates will occur throughout the process. The simple DDA online application process will be used unless the City prefers to use an existing City methodology. Our online application system enables us to efficiently manage applicant flow, and corresponding reference information, and allows us to communicate with each applicant quickly and effectively. We are known for our communication with both the applicant and our client which engages and informs both parties of each step. Our system also allows us to access, review, and evaluate thousands of prior applicants who may not be actively seeking a job but who may be open the “right opportunity.” CITY OF SCANDIA | City Administrator Search Proposal Deliverables: ■ Advertising outreach begins with posting on identified websites and social media platforms ■ Direct contact through established professional network ■ We utilize our database of identified prospective candidates to contact via email or phone call STEP 4 : INITIAL SCREENING AND REVIEW DDA will complete a comprehensive analysis of every application received and determine approximately 8-12 semifinalists based on job related criteria to complete a video interview. Our clients have most notably been pleased with the video interview component of our process. Video interviews allow our clients to determine whether they see the candidate as a good prospect for a final interview and gain additional insight on the candidate’s education, experience, personality, as well as their ability to think on their feet, all of which has been said to help lay the foundation for the final interview process. Access to, and viewing of, this information is as simple as clicking on a link from the individual client’s laptop, phone, or smart device in a location and at a time that is convenient for them. Candidate confidentiality when the Council is deliberating is maintained by assigning and referring to each semifinalist candidate as a number. Candidates are considered public once they are chosen as a finalist. Each semifinalist would also complete an information disclosure and a work-related personality index. About one week prior to selecting finalists for interviews, the information disclosure, video interview, personality index, cover letter, and resume from each of the semifinalists will be made available to the Council for viewing. This will allow you ample time to comprehensively review candidates prior to determining who to bring in the for the final interviews. Upon reviewing this introductory material, DDA will then assist the Council in selecting its finalists for final interviews. After the Council selects finalists, those not selected as finalists will be notified by DDA. Deliverables: ■ List of approximately 8-12 semifinalists with cover letter, resume, and video interview ■ Results of personality assessment ■ Results of information disclosure that provides insight about conduct that could be viewed as impacting one’s ability to perform the requirements of this leadership role ■ Confirm interview schedule and logistics ■ DDA will contact those not selected STEP 5 : SELECTION After the City Council selects finalists, DDA will complete comprehensive background screenings including criminal history, civil court history, verification of education, driver’s license review, credit check, and other items. Along with background checking all finalists, DDA will conduct character references with current and former supervisors to discuss various work responsibilities, projects, initiatives, leadership style, personality characteristics, etc. In addition, DDA will administer an intellectual profile measuring verbal reasoning, mathematical and logical reasoning, and overall mental aptitude. Approximately one week prior to the final interview process, the City Council will have access to each of the candidate’s application materials, video interview, background check results, reference information, information disclosure, a work personality report, and an intellectual profile on each person. Early in the search process, Liza will discuss interview possibilities including leadership staff participation or virtual and/or in-person options for community involvement through a meet and greet event or interview panel, CITY OF SCANDIA | City Administrator Search Proposal stakeholder interviews, individual and/or full Council interviews, a community tour, lunch with leadership staff, or other functions. Prior to interviews, Liza will prepare questions and then facilitate all interviews and other activities the City Council determines appropriate. Our goal is to make the process smooth and painless so the City Council can focus all its energy on finding the right person for the job and minimize staff disruptions to ensure the City can focus on the tasks at hand. Deliverables: ■ List of 3 to 5 finalists, confirming interview schedule and logistics ■ Leadership staff interview panel including summary of comments ■ Community engagement opportunities with virtual options ■ Tour of the community logistics ■ Video Interview ■ Summary of References ■ Results of background checks ■ Personality Index ■ Intellect Profile ■ Information Disclosure ■ Cover letter and resume ■ Press release STEP 6 : OFFER After interviews are complete, Liza will assist the City Council with deliberations, and she will facilitate the offer to the selected candidate. Liza will negotiate the terms with the candidate based on the parameters established by the Council. Deliverables: ■ Employment agreement ■ Press release ■ DDA will contact those not selected STEP 7 : FOLLOW UP DDA will make periodic contact with the new Administrator for at least the first year of employment. Deliverables: ■ Periodic check in with new Administrator and Council representative CITY OF SCANDIA | City Administrator Search Proposal LIST OF SEARCH CLIENTS FROM THE PAST TWO YEARS In addition to the specific references listed on the following page, the City is encouraged to speak with any of the entities listed below: Entity Type of Search Entity Type of Search City of Newport, MN Administrator City of Benson, MN Manager City of Richmond, MN Administrator/Finance Officer City of North St. Paul, MN Manager City of Mayer, MN Administrator City of Nowthen, MN Administrator City of North Mankato, MN Administrator City of Olivia, MN Finance Director City of Spring Park, MN Administrator/Treasurer City of Corcoran, MN Administrator MWMO Executive Director Des Moines Valley HHS Administrator City of Wadena, MN Administrator City of Breezy Point, MN Administrator/Clerk/Treasurer City of Mora, MN Administrator/Public Utility GM Kitchigami Regional Library System Director City of North St. Paul, MN Manager Morrison County, MN Administrator City of Norwood Young America, MN Administrator City of Winthrop, MN Administrator City of White Bear Lake, MN Manager City of Aitkin, MN Administrator City of Barnesville, MN Administrator Metro-INET Executive Director City of Mahnomen, MN Administrator Kittson County, MN Administrator Nicollet County, MN Administrator Roseau County, MN Engineer City of Watertown, MN Administrator City of Redwood Falls, MN Finance Director City of New Prague, MN Administrator Mahnomen County, MN Administrator Le Sueur County, MN Administrator Jackson County, MN Administrator City of Staples, MN Clerk/Finance Director City of Watertown, SD Manager Waseca County, MN Public Works Dir./Engineer Kittson County, MN Engineer Prairie Lakes Youth Programs Executive Director Hubbard County, MN Administrator City of St. Anthony Village, MN Manager City of Cannon Falls, MN Public Works Director City of Monticello, MN Administrator City of Paynesville, MN Administrator/ED Dir. Beltrami County, MN Administrator Kandiyohi County, MN Administrator DDA is currently conducting searches for the Cities of Barnesville, Crystal, Fairmont, Hawley, Pelican Rapids, and Rockville, Minnesota, Winona County, Minnesota, Dakota 911 (Dakota Communications Center), and the Middle Fork Crow River Watershed District. FEES The fee for the search process is $22,000, payable at the completion of the search. This all-inclusive fee covers professional services and all expenses including travel, advertising, personality index, intellectual profile, background checks on all finalists, etc. If the City chooses to offer a travel stipend or reimbursement for expenses of the candidates, that cost is handled directly between the City and the candidates. DDA would be available to provide input and guidance on this item. ASSURANCE If the newly hired Administrator leaves the organization within the first 24 months of employment, DDA will complete another search without professional service fees. Only actual expenses will be billed to the City. CITY OF SCANDIA | City Administrator Search Proposal REF ERENCES “Thank you again, Liza, for a well-organized, professional, and detail-oriented process/search with us. It went so smoothly. I’ve been on Council through quite a few hires now, and this by far has been the best.” -Charlotte Gabler, City Council Member City of Monticello, MN “We are very pleased with the professional services that you and your firm provided for a City Administrator. The process was stress free and provided us with many qualified candidates; this would have been very difficult for us to accomplish on our own. Thank you to Liza and her colleagues for guiding us from start to finish. Would highly recommend other organizations to consider DDA Human Resources for their hiring needs.” -Chris McKern, Mayor City of Kasson, MN DDA has been outstanding to work with. Liza Donabauer is fantastic and her past experience as a city administrator and an HR manager really allows her to be especially responsive to the needs and wants of a city’s officials and senior staff. Liza is fantastic with communication with the council and staff which helps everyone feel connected and comfortable with the process. -Dan Coughlin, City Administrator City of Olivia, MN “After working with then, City Administrator Liza Donabauer for over 2 1/2 years, I can truthfully say she is the epitome of hard work and dedication to her profession. Her communication skills and procedures are without compare, and she did not shy away from any challenge. I have no doubt that she will continue to provide exemplary service in any work endeavor.” -Rich Nagel, Mayor City of Arlington, MN “David Drown and Associates realize that every city has its own personality and you (Liza Donabauer) worked to identify New Brighton’s personality to assure us the best possible candidate to become our new City Manager. The work that was done by you prior to even advertising for the position was key to our success. You spent hours interviewing staff, council and citizens trying to identify the qualities as well as the qualifications desired in a City Manager for our community. The resulting documentation represented New Brighton well and encouraged numerous qualified candidates to apply. Throughout the process, the entire Council was informed of progress and action steps along the way.” -Val Johnson, Mayor City of New Brighton, MN Brian Stumpf Mayor, City of Monticello City Administrator Search Phone Number: 612-598-4016 Email: montitowing@gmail.com Val Johnson Former Mayor, City of New Brighton City Manager Search Phone Number: 651-491-3364 Email: valjohnson87@comcast.net Dave Borchert Board Chair, Brown County Commissioner County Administrator Search Phone Number: 504-354-3295 Email: commissionerdistrict1@co.brown.mn.us Vern Rasmussen, Jr. Mayor, City of Albert Lea City Manager, Econ. Dev. Executive Director (ALEDA) & HRA Executive Director Searches Phone Number: 507-377-4330 Email: mayor@ci.albertlea.mn.us CITY OF SCANDIA | City Administrator Search Proposal Sample Profile