10.e City Administrator RecruitmentMeeting Date: December 20, 2022
Agenda Item: 10 f)
City Council Agenda Report
City of Scandia
14727 2091h St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Review and approve draft materials, including salary range and,
position description, for City Administrator recruitment.
Deadline/ Timeline: Following Council approval, the draft materials will be finalized
(including formatting and adding photos and graphics) and
advertisement/recruitment will begin. The timeline for the process is
attached. The next Council action would be reviewing a list of finalist
candidates on February 21, 2023 for interviews to be scheduled in
early March.
Background: At November 29,2022 meeting, the Council approved a contract with
GovHRusa to assist with filling the Administrator position, which will
be vacated by Ken Cammilleri on December 31, 2022. Consultant
Charlene Stevens will be present at the December 20 meeting.
The City Administrator position description is out of date. The
previous document was prepared by Springsted for previous
recruitments. We have updated it, with formatting consistent with
other Scandia position descriptions.
Recommendation: The Council should review the attached materials and give feedback
request any needed changes. If they are acceptable, the Council should
vote to approve the materials, including the salary range and position
description.
Attachments/ • Recruitment Schedule
Materials provided: . Draft Recruitment Brochure
• Draft Professional Announcement
• Salary Data
• Draft Position Description, Scandia City Administrator
Contact(s): Charlene Stevens, GovHRusa
Email: cstevens ( vGovfLRttsa.coin
Phone: 320-262-0303
Prepared by: Anne Hurlburt, Interim City Administrator
(1 Of Administrator Recruitment)
Page 1 of l
12/16/22 '
GovHR usA
� GOVTEMPS US
Scandia, MN
CitV Administrator
Recruitment Schedule
November 28, 2022 Initial Conversation with Interim City Administrator
December 5-12 Stakeholder interviews.
Week of December 12 Consultant provides draft of position announcement and
recruitment brochure. City approves and recruitment begins.
Week of December 19 City approved recruitment materials.
January 31 Deadline for applications
Feb 1-17 Consultants reviews resumes, interviews candidates, conducts
background reviews, due diligence, etc. Consultant narrows field
to 8-10 candidates for further consideration.
Week of February 20 Consultant submits Recruitment Report to the City of Scandia
(electronically) and meets with Mayor and Council (special
session). Materials received 2-3 days in advance. City selects
candidates for interview.
Week of February 27 City conducts interviews, 3-4 candidates
March/April 2023 Candidate commences employment.
630 Dundee Road, Suite 130, Northbrook, IL 60062
Local: 847.380.3240 Toll Free: 855.68GovHR (855.684.6847) Fax: 866.401.3100 GovHRUSA.corn
EXECUTIVE RECRUITMENT INTERIM STAFFING MANAGEMENT AND HUMAN RESOURCE CONSULTING
CITY Of SCANDIA, MN
Recruitment Brochure — DRAFT
The Community
Scandia is known as an historic rural community, conveniently located on the eastern edge of the
Minneapolis/St. Paul metropolitan area in northern Washington County. The city is proud of its rich
heritage and as a place where the first Swedish immigrants to Minnesota settled. With a population of
4,159 scattered throughout the community's 39.7 square miles, Scandia's residents have a scenic
abundance of lakes, woodlands, and farms along with low density residential development. The Village
Center is literally and figuratively the charming center of the community with local landmarks, cultural
and civic activities including Gammelgarden, a museum dedicated to the history of Swedish immigrants
in Minnesota.
While claiming its historic roots, Scandia has also recently.leve raged grants and partnerships to bring high
speed internet to approximately 70% of the community or 1,169 connections. This makes Scandia a great
place for work -from -home, remote education, and business.
Infrastructure needs will be front of mind for the next City Administrator, as there is a large sewer
replacement project in the works as well as several capital improvements. These include a joint alliance
to repurpose an historic water tower and barn into a history and heritage center and linking the Gateway
Trail between the Village Center and William O'Brien State Park.
The city prides itself on the opportunities for recreation, including seven parks, adjacency to the St. Croix
River and Big Marine Lake Park Reserve, and William O'Brien State Park. The city maintains active and
passive open space for all needs. In addition to the 18- acre Scandia Community Center site, Wind in the
Pines Park is thought to be one of the most diverse ecological areas left in Washington County by the
Minnesota DNR. With over 2,200 acres of parks and preserve, there is something for everyone. Scandia
also offers numerous community special events, such as Vinterfest in January, Immigrant for a Day in May,
an active Farmers Market, Midsommer Dag in June, and Taco Daze in September — just to name a few!
Scandia is served by two school districts, Forest Lake (ISD 831) and Chisago Lakes (ISD 2144), and The
Scandia Elementary Enrichment Foundation (SEEF) brings the resources of the community, private sector,
and school system together. The foundation manages an endowment to benefit the school, annually
disbursing five percent or more of their net assets to programs and equipment at Scandia Elementary.
The Scandia-Marine Lions Club is the oldest and one of the most active in the state of Minnesota. The
community also has active engagement with five advisory committees which are vital to the work and
vibrancy of the city.
The Position and the Organization in Brief
The City Administrator is accountable to the mayor and city council and in charge of day-to-day city
operations including development of a comprehensive budget, leading a staff of seven, and being a
trusted representative of the city in the community and with stakeholders. The city staff is made up of
three staff who assist with finance, city clerk, and other responsibilities; four public works staff in charge
of 90 miles of city roads; and a paid -on-call fire department with a full-time chief. Police coverage is
provided through a contract with Washington County Sheriff's Office. The city has an all -funds budget of
$2.8 M and a general fund budget of $1.9 M for 2022.
The City Council of Scandia is comprised of one mayor and four council members. The mayor is elected at
large for a two-year term. Council Members are elected for four-year staggered terms. The City Council
is the legislative body for the city. The city administrator is appointed by the mayor and council and
oversees daily operations and implementation of adopted council priorities and plans.
Expectations and Projects
The next city administrator will have the opportunity to be involved in the following initiatives:
• Developing a funding strategy for repair of the Big Marine Sewer Utility infrastructure project, as
well as a long-term operational strategy for the same.
• Advocating for the completion of the Gateway Trail link for which the city has received state
funding.
• Partnering with the Scandia Alliance to reconstruct a water tower barn to recreate as a
history/heritage center with amphitheater.
• Playing an active role in the city's economic development initiatives, including supporting
current business needs and judicious recruitment of businesses sought in the community.
• Develop more opportunities for community engagement and education, including the
expansion of the city's website and social media presence.
• Be active and visible in the community, building strong partnership with the business
community, community volunteers, and stakeholders.
• Review, assess and update as necessary the city's human resources policies and procedures,
supporting continued growth and development of the organization's employees.
• Continue to support the city's investment and partnership in high-speed internet expansion
• Continue to grow the city's Sister City relationship with Melerud, Sweden.
• Review and assess the city's long term financial plans, including identifying opportunities for
new revenues.
• Continue to assist the city in ensuring updated planning and zoning codes that maintain
community standards and encourage appropriate development.
Candidate Requirements
• A Bachelor's degree in planning, public administration, urban studies, community development
or a related field; A master's degree is desirable.
• A minimum of five years of progressive leadership experience in municipal administration.
• Skilled in finance, budgeting, prioritization, and project management.
• Knowledgeable in human resources management and labor relations.
• Skilled in collaboration and team building with a variety of groups and individuals.
• Experienced and knowledgeable in all aspects of municipal operations.
The Ideal Candidate Will Be
• A calm, effective communicator, and active listener, open to input, yet willing to be decisive as
needed.
• An experienced and assured leader able to effectively cultivate relationships with a wide variety
of stakeholders.
• Able to identify opportunities, including technology to improve efficiencies and service to the
community.
• Anticipatory and able to communicate complicated issues in a clear, factual, and concise
manner.
• A strong leader, able to leverage the expertise and knowledge of the team.
• Able to organize, prioritize and manage multiple projects and provide regular updates to
stakeholders, including elected officials and community members.
• Strategic about capital investment philosophy, ensuring the long term -financial viability of the
community while being sensitive to the impact on the taxpayer.
• Experienced with assisting the mayor and council in planning for community and organizational
growth.
• Maintain the city's strong intergovernmental relations to leverage resources to best meet
community needs.
Compensation and Benefits
The starting salary range is $110,000 to $141,000 DOQ. The City of Scandia provides a comprehensive
benefit package.
How to Apply
Interested candidates should apply online by January 31, 2023 with resume, cover letter and contact
information for five work-related references at www.govHRJobs.com to the attention of Charlene
Stevens, Senior Vice President, cstevesns@govhrusa.com and/or Melanie Lee, Vice President,
mlee@govhrusa.com, GovHRUSA 630 Dundee Road, #225, Northbrook, IL 60062. Tel: (847) 380-3240
X124. Interviews with the City of Scandia are anticipated for late February or early March of 2023.
The City of Scandia, MN is an Equal Opportunity Employer.
S
GovHR usA
� GOVTEMPS'
SCANDIA, MN
CITY ADMINISTRATOR
PROFESSIONAL ANNOUNCEMENT
Scandia, MN (pop. 4,159) seeks an experienced, responsive, and creative leader for its next City
Administrator. The City of Scandia is a full-service city and has a 2022 adopted all -funds
budget of approximately $2.8 million which includes the general fund budget of $1.9 million
and 8 FTEs. The City Administrator is appointed by the Mayor and City Council and oversees
all day-to-day operations for the city.
Scandia is known as an historic rural community, conveniently located on the edge of the
Minneapolis/St. Paul metropolitan area and rich with natural features. The city offers a rich
variety of outdoor recreational opportunities including seven parks, adjacency to the St. Croix
River and Big Marine Lake Park Reserve, and William O'Brien State Park.
Scandia's Village Center is literally and figuratively its commercial, social, cultural, and civic heart
with local landmarks, cultural and civic activities. Consequently, the City has identified this region
for modest commercial and residential growth. Scandia's jurisdictional boundaries cover a land
area of just under 40 square miles, but the community is still able to maintain a rich local identity
and close-knit feel. The city welcomes input through community volunteerism, commissions,
and committees. This engagement is seen as an important asset to the community.
While proud of its history, Scandia is also embracing technology through an internet expansion
initiative to provide high speed coverage throughout the community by leveraging grants and
other funding. Funding for long term infrastructure maintenance, capital improvements, and
staffing analysis are all priorities for the incoming candidate.
Candidate Requirements
• A Bachelor's degree in planning, public administration, urban studies, community
development or a related field; A master's degree is desirable.
0 A minimum of five years of progressive leadership experience in municipal
ML 2022.12.12
administration.
e Skilled in finance, budgeting, prioritization, and project management.
Skilled in collaboration and team building with a variety of groups and individuals.
• Experienced and knowledgeable in all aspects of municipal operations.
Successful candidates will also be:
o A calm, effective communicator and active listener, open to input, yet willing to be
decisive as needed.
• An experienced and assured leader able to effectively cultivate relationships with a wide
variety of stakeholders.
• Able to identify opportunities, including technology to improve efficiencies and service
to the community.
• Anticipatory and able to communicate complicated issues in a clear, factual, and concise
manner.
• A strong leader, able to leverage the expertise and knowledge of the team.
• Able to organize, prioritize and manage multiple projects and provide regular updates to
stakeholders, including elected officials and community members.
Strategic about capital investment philosophy, ensuring the long term -financial viability
of the community while being sensitive to the impact on the taxpayer.
• Experienced with assisting the mayor and council in planning for community and
organizational growth.
• Maintain the city's strong intergovernmental relations to leverage resources to best
meet community needs.
The salary range is $110,00 to $141,000 DOQ. The City of Scandia provides a comprehensive
benefit package. Interested candidates should apply online by January 31, 2023 with resume,
cover letter and contact information for five work-related references at www.govHRJobs.com
to the attention of Charlene Stevens, Senior Vice President, cstevesns@govhrusa.com and/or
Melanie Lee, Vice President, mlee@govhrusa.com, GovHRUSA 630 Dundee Road, #225,
Northbrook, IL 60062. Tel: (847) 380-3240 X124. Interviews with the City of Scandia are
anticipated for late February or early March 2023.
The City of Scandia, MN is an Equal Opportunity Employer
ML 2022.12.12
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Approved by City Council (Date)
City of Scandia, Minnesota
POSITION DESCRIPTION
TITLE: CITY ADMINISTRATOR
STATUS: Full -Time, FLSA Exempt
RESPONSIBLE TO: City Council
General Definition of Work
Performs professional and administrative work managing local government operations
and activities; ensuring adopted ordinances, resolutions and policies are implemented
and consistently applied, and performing related work as required. Work is performed
under general supervision of the City Council. Supervision is exercised over all staff.
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential
function satisfactorily. The requirements listed below are representative of the
knowledge, skill, and/or ability required. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
ESSENTIAL FUNCTIONS:
General Administrator Duties
1. Directs agenda and minute preparation for City Council and appointed
committees, and directs staff to ensure implementation of adopted policies and
direction.
2. Coordinates staff training.
3. Works with the City Council to coordinate the establishment and implementation
of strategic and long-range plans.
4. Prepares and submits a proposed budget to the City Council for its approval;
administers the budget and provides financial reports to the Council.
5. Reviews and prepares written reports and recommendations for the City Council
and various committees and commissions.
6. Meets with various citizen groups or individual citizens; responds to requests for
information; handles complaints.
7. Provides recommendations to the City Council on the employment, discipline and
removal of all employees.
8. Supervises employees; establishes and communicates performance
expectations; coaches and develops staff; and regularly evaluates staff
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performance to ensure accountability.
9. Develops and administers human resource policies, a compensation plan and
employee benefits.
10. Participates in collective bargaining negotiations and administers labor
agreements.
11. Oversees and administers the City's workplace accident and injury reduction
(AWAIR) program and drug & alcohol testing programs.
12. Serves as primary designated representative for public data requests and
provides oversite to the City's record's retention process as prescribed by City
policy and state law.
13. Reviews, develops and implements administrative rules, policies and procedures.
14. Coordinates and manages consultant service agreements for contracted
functions and special projects.
15. Serves as staff support and secretary for select assigned committees.
16. Attends all City Council and Planning Commission meetings.
17. Serves as the City's Public Relations Officer; oversees the publication and
communication of agency activities and community events for the advancement
of transparency.
18.Assists the City Council with maintaining productive and healthy
intergovernmental relations.
19. Provides general administrative oversite of the operation of Sewer Utilities.
20. Serves as the Executive Director and secretary to the Scandia Economic
Development Authority.
21. Performs related tasks and or supervision as required.
Planning and Zoning Administration
1. Responds to questions from residents and developers regarding zoning and land
use regulations.
2. Serves in the capacity of Zoning Administrator with the City Planner.
3. Assists with assuring implementation of the City's Comprehensive Plan.
Code Enforcement
1. Receive, investigate and document complaints regarding ordinance violations,
including property maintenance, construction and other land -use activities.
2. Coordinate among the City Attorney, City Prosecutor, and the Sheriff's Office to
determine a course of action regarding violations that are not resolved through
the City's warning procedures.
Chief Finance Officer Duties
1. Oversees organizational financial activities and administers financial policies
including the maintenance of the general ledger, accounts payable, accounts
receivable, utility billing; required financial reporting, and the investment and
security of funds in accordance with City policy and state law
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KNOWLEDGE, SKILLS AND ABILITIES:
1. Comprehensive knowledge of the principles and practices of public administration;
thorough knowledge of municipal finance practices.
2. Thorough knowledge of the laws, ordinances and regulations applicable to local
government.
3. Ability to express thoughts effectively orally and in clear and concise reports,
memoranda, directives and letters.
4. Ability to analyze complex problems and develop comprehensive plans from
general instructions
5. Ability to meet the public and to discuss problems and complaints.
6. Ability to establish and maintain effective working relationships with elected
officials, staff, appointed members of committees and commissions, volunteers,
and the public.
7. Ability to plan and direct the work of operating departments.
EDUCATION AND EXPERIENCE:
Graduation from an accredited college or university with a BA (MA preferred) in public
administration or related field or equivalent combination of education and experience, and
a minimum of five years administrative experience in local government.
PHYSICAL REQUIREMENTS:
This is sedentary work requiring the exertion of up to 10 pounds of force occasionally, and
a negligible amount of force frequently or constantly to move objects; work requires
fingering, grasping, and repetitive motions; vocal communication is required for
expressing or exchanging ideas by means of the spoken word, and conveying detailed or
important instructions to others accurately, loudly, or quickly; hearing is required to
perceive information at normal spoken word levels, and to receive detailed information
through oral communications and/or to make fine distinctions in sound; visual acuity is
required for preparing and analyzing written or computer data, determining the accuracy
and thoroughness of work, and observing general surroundings and activities; the worker
is not subject to adverse environmental conditions.
SPECIAL REQUIREMENTS: Possession of a driver's license valid in the State of
Minnesota.
SUPERVISION OF OTHERS: Supervision is exercised over all staff.
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