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HomeMy WebLinkAbout2.b. City Administrator Search Process and Acting City Amnistrator 4 ROSEMOUNT EXECUTIVE SUMMARY CITY COUNCIL City Council Special Work Session: March 18, 2008 AGENDA ITEM: City Administrator Search Process and AGENDA SECTION: Acting City Administrator Discussion PREPARED BY: Jamie Verbrugge, City Administrator AGENDA NO. ab, ATTACHMENTS: List of Search Firms and Draft of an RFP on Executive Search Consulting Services APPROVED BY: sf to Recruit and Assist in the Selection of a City Administrator. RECOMMENDED ACTION: Give staff direction regarding an Executive Search RFP for City Administrator Position and the Appointment of Acting City Administrator ISSUE Friday, April 11 will be my last day of employment with the City of Rosemount as the City Administrator. Council must determine whom to appoint as acting city administrator upon my departure and determine a process for permanently filling the position. A likely first step would be to request proposals from executive search firms to recruit and assist in the selection of a City Administrator. Attached is a list of executive recruiting firms and a draft copy of an RFP (Request for Proposal). I would strongly recommend the use of a professional search consultant. The typical process that such a consultant would use will allow for multiple methods of advertising the position, specifically targeting prospective applicants, and more thoroughly vetting applicants prior to narrowing a short list for consideration. The size of the organization and the complexity of the issues before the City Council will require someone with strong management skills and the ability to coordinate the senior management team's efforts in pursuing the community's goals. Identification of these skill sets is best done with the assistance of a professional. In 2003, Sathe Associates was retained to perform the search. The consultant cost was $18,000 plus expenses such as long distance phone calls, mass mailings, or travel and lodging. Funds are available in the Council's departmental budget under the line item Council Contingency. In terms of determining roles during the transition process, I am recommending that Community Development Director Kim Lindquist serve as acting city administrator and that Assistant City Administrator Emmy Foster be the executive search coordinator. It is expected that a search process will require an acting administrator for 4 -6 months. Many of the priority issues in the next several months are issues for which Director Lindquist is primarily responsible. SUMMARY In order to allow for an orderly transition between administrators, it would be appropriate for the Council to discuss whom to appoint as Acting City Administrator and to discuss the process by which the impending vacancy will be permanently filled. Staff will have draft Council Agenda Memos prepared for the March 18 regular meeting agenda related to these items that can be revised prior to the regular meeting to reflect discussion at the work session. 2 Search Firms Brimeyer Associates Jensen Cooper 50 South 9 Avenue 411 108 Avenue NE Suite 101 Suite 250 Hopkins, MN 55343 Bellevue, WA 98004 (952) 945 -0246 (425) 637 -5656 Contact: Richard Fuhrsman The PAR Group Maximus 100 North Waukegan Road 7300 Hudson Boulevard North Suite 211 Suite 270 Lake Bluff, IL 60044 -1694 Oakdale, MN 55128 (847) 234 -0005 651- 739 -8086 Contact: Tom Carawan Springsted Contact: Bob Thistle Labor Relations Associates 85 East Seventh Place, Suite 100 7501 Golden Valley Road St. Paul, MN 55101 -2143 Golden Valley, MN 55427 651- 223 -3000 (763) 546 -1470 Setter Associates, LLC MDA Consulting Group P.O. Box 43250 The Fifth Street Towers Brooklyn Park, MN 55443 150 South 5 Street 763- 424 -5776 Suite 3300 Contact: Richard Setter Minneapolis, MN 55402 (612) 332 -8182 Midwest Government Advisors 10205 152 Street North Personnel Decisions, Inc. Hugo, MN 55038 45 South 7 Street William Joynes 612 860 -4950 2000 Plaza VII Tower bjoynes@mngadvisors.com Minneapolis, MN 55402 Robert Shellum 651- 341 -0370 (612) 337 -8233 bshellum(a,mngadvisors.com Contact: Harry Brull Sathe Executive Search Firm 5821 Cedar Lake Road St. Louis Park, MN 55416 (952) 546 -2100 The Oldani Group 188 106 Avenue NE Suite 420 Bellevue, WA 98004 (425) 451 -3938 Contact: Jan Weissner Request for Proposals on Executive Search Consulting Services to Recruit and Assist in the Selection of a City Administrator for the City of Rosemount, Minnesota Proposals Due Noon, INDEX Section Description I. General Information about the City of Rosemount II. City /Consultant Responsibilities III. Proposal Specifications IV. Instructions on Submitting Proposals V. Selection Procedure REQUEST FOR PROPOSALS The City of Rosemount is requesting proposals from executive search firms to assist with the recruitment and selection of a City Administrator. SECTION I GENERAL INFORMATION ABOUT ROSEMOUNT THE POSITION The City Administrator is the chief administrative officer of the City of Rosemount. This position is responsible for directing and coordinating the administration of municipal government in accordance with policies and procedures established by the City Council. The City of Rosemount operates under a Council- Administrator form of government and provides a mayor and a four- member council elected at- large. In addition to the City Council, there are four City Commissions: Parks and Recreation, Planning, Port Authority, and Utility. Under the direct supervision of the City Administrator are the Assistant City Administrator, City Engineer, Public Works Operations Superintendent, Finance Director, Community Development Director, Chief of Police, Fire Chief, and Parks and Recreation Director. Services The City has 80 full -time employees in its various departments. The 2008 budget is $17.85 million ($10.57 million General Fund). Rosemount offers its residents a wide array of services including recreational activities, streets, water, sewer, police and fire. The current Mayor and Council Members are: Expiration of Term William Droste Mayor December 31, 2010 Mike Baxter Council Member December 31, 2008 Mark DeBettignies Council Member December 31, 2010 Kim Shoe Corrigan Council Member December 31, 2010 Phil Sterner Council Member December 31, 2008 The City Administrator is responsible for the daily operations of the City. Reporting to the City Administrator is the Senior Management Team. The Council delegates operational authority to the Administrator who, in turn, delegates specific functional authority and budgetary responsibility to his/her department heads in accordance with policies and procedures established by the City Council. There are seven departments that report to the City Administrator: Department Senior Management Team Administration Emmy Foster, Assistant City Administrator Community Development Kim Lindquist, Community Development Director Engineering Andy Brotzler, City Engineer Finance Jeff May, Finance Director Fire Scott Aker, Fire Chief Police Gary Kalstabakken, Police Chief Public Works Rick Cook, Operations Superintendent Parks and Recreation Dan Schultz, Parks and Recreation Director THE CITY OF ROSEMOUNT The City of Rosemount is 15 miles south of the Twin Cities Metropolitan area. With land area of nearly 36 square miles, Rosemount residents enjoy the advantages of living in a community with both a small town and a large metropolitan city atmosphere. Unusual for a city of its size, Rosemount combines industry and agriculture with a rapidly growing residential community providing an excellent environment in which to live and work. The western part of Rosemount exhibits a dynamic, expanding residential community with a traditional downtown pattern at its heart. A framework for redevelopment in Downtown Rosemount was adopted in 2004. The first major project resulting from the framework, a mixed -use tax increment assisted development, is in the final stages of the land use approval process. Housing options throughout the community include single family homes, townhomes, condominiums, low- income housing and a senior citizen center. Residential developments with hundreds of homes are currently under development, and this pattern of growth will continue for years to come. A strong, united business community has been achieved in Rosemount through the activity and cooperation of local business, the City, the chamber of commerce and other civic organizations. More than 500 acres of industrial and commercial zoned land have been reserved for development in Rosemount. Rail, air, barge, and freeway access provide Rosemount's economic community with an expedient transportation system. Four major highways link Rosemount to Minneapolis and St. Paul. Education is a priority in Rosemount. Award- winning public and private schools provide both children and adults with superb educational opportunities. A major portion of the City is part of Independent School District #196, which is the second largest district in the state. Twelve non public schools also offer education or preschool through grade 12. Dakota County Technical College, one of the largest technical colleges in the state, is yet another source of education in Rosemount. The University of Minnesota is a major landowner in the community, controlling approximately 3,000 acres, and will play a significant role in Rosemount's future. This land, known as UMore Park, extends into Empire Township to the south and has been utilized primarily for agricultural research. The University has engaged the services of an internationally recognized planning firm to plan this property for future mixed -use development that bears the imprimatur as a "University founded community" and focuses development around the vision themes of health, energy and education. Rosemount is unique in that the eastern one -third of the City is largely heavy industry with business including Flint Hills Resources (formerly Koch Refinery), SKB (industrial waste containment facility), Spectro Alloys, and Continental Nitrogen. The western one -third of the City includes businesses such as Greif Brothers (multi- wallbags) and the regional home base for the National Guard. The City also launched an 80 -acre business park in 1995 with tenants such as Cannon Equipment, Geometrix, and Webb Business Promotions, Inc. Community leadership has preserved 414 beautiful acres of land for 25 parks. Bordered by the scenic Mississippi River, Rosemount also contains 270 acres of the Spring Lake Regional Park Preserve. Rosemount's Community Center provides a variety of indoor recreation opportunities and meeting space, including an ice arena and gymnasium. The City Council has scheduled an $8 million referendum on April 22, 2008 to finance construction of a 57 -acre outdoor recreation complex as well to make physical improvements to the former St. Joseph Church. The church campus on South Robert Street was purchased by the City in 2005. Half of the property was turned over to Dakota County for the purpose of building a Rosemount branch of the County library system, which will open in January 2009. Close to the center of the Twin Cities and the International Airport, Rosemount is a close -knit community in touch with the urban environment. Rosemount is a community rich with resources: undeveloped land, easy access to Minneapolis, St. Paul and other major markets, quality education and friendly residents. Additional information on the City of Rosemount can be found on the City's web site at www.ci.rosemount.mn.us SECTION II CITY /CONSULTANT RESPONSIBILITIES Advertising The consultant will arrange for advertisements in the ICMA newsletter and local newspapers. In addition, affirmative action agencies will be contacted. Accepting Applications The consultant will accept and acknowledge applications. Data Elected officials and City staff will cooperate with the selected consultant in providing requested information and scheduling meetings. SECTION III PERFORMANCE SPECIFICATIONS Scope of Services Evaluate the City's unique needs based on financial condition, existing programs, organization, etc., to determine appropriate areas of expertise required by candidates. Evaluate the Mayor and City Council's expectations for involvement in the screening process. Recommend a "short list" of candidates for personal interviews with the Mayor and City Council. Check references and perform necessary background checks. Reports and Timing The consultant will prepare 10 copies of all reports, including a report of the methods and criteria to be used in the screening process, and a report recommending the candidates for interview. The consultant will make a verbal presentation of each report to the Mayor and City Council. The consultant will proceed with the project with expeditious timing of the entire process. This item must be addressed in the proposal. SECTION IV INSTRUCTIONS ON SUBMITTING PROPOSALS Interested firms are invited to submit a proposal to the City of Rosemount by at noon. Please direct all inquiries and proposals to: Emmy Foster Assistant City Administrator City of Rosemount 2875 145 St. W Rosemount, MN 55068 651 -423 -4411 emmy.foster@ci.rosemount.mn.us Ten copies of the proposal are required to be submitted. The proposal shall include the following information: A statement of your understanding of the work, description of the approach, explanation of the procedures to be used, and timetable to be followed. Qualifications of the personnel proposed to supervise and perform the work. This should include biographies, including experience of the individuals who will be assigned to the work and relevant experience of each in working with municipalities. A statement of the firm's experience with public sector executive searches in the Midwest. This statement should include a list of Minnesota cities that your firm has provided executive search services to during the past two years and up to 10 references (clients and/or placements) for city administrator positions. Please include contact information for all references. The not -to- exceed fee for performing the work, including out -of- pocket expenses. Include a breakdown showing the hours to be worked by category of personnel, hourly billing rate, estimated out -of- pocket expenses, and total cost. Indicate the fee payment schedule. SECTION V SELECTION PROCEDURE The proposals will be evaluated upon the following factors: Relevant experience of the firm. Reputation of the firm based on references. Qualifications of personnel to be assigned. Agreement to meet or exceed the performance specifications. Commitment to complete the process in a timely manner. Ability to communicate the work plans in an organized, clear and convincing manner. Estimated cost of the study. The Mayor and City Council may conduct oral interviews with some or all of the firms that submit proposals.