HomeMy WebLinkAbout6.h. Approve Selection of Executive Search Firm 4 ROSEMOUNT EXECUTIVE SUMMARY
CITY COUNCIL
City Council Regular Meeting: April 15, 2008
AGENDA ITEM: Approve Selection of Executive Search AGENDA SECTION:
Firm Consent
PREPARED BY: Kim Lindquist, Acting City Administrator AGENDA NO. (o.h,
ATTACHMENTS: The Brimeyer Group proposal excerpts APPROVED BY: l'`/
RECOMMENDED ACTION: Approve Proposal for Executive Search Services with The
Brimeyer Group, Inc. and Authorize the Mayor to Execute the Agreement
ISSUE
At the March 18 meeting, Council authorized staff to begin the City 'Administrator recruitment
process and request proposals from executive search firms.
Staff contacted executive recruiting firms asking that they provide proposals for executive search
services to fill the City Administrator position. Six proposals were received.
SUMMARY
Proposals were discussed at the April 9 City Council Work Session. The Council agreed to retain The
Brimeyer Group to lead the search for a new city administrator. The proposal includes a flat fee of
$16,000 plus expenses estimated between $3,000 3,500. The timeline presented in the proposal
anticipates a September 2008 start date once a new administrator is selected.
Proposal for Executive Search Services
City Administrator
City of Rosemount, Minnesota
The Brimeyer Group, Inc.
Executive Search Consultants
Fifty South Ninth Avenue, Suite 101
Hopkins, MN 55343
City of Rosemount
Page One
Introduction
The Brimeyer Group is a full-service executive search and consulting firm working primarily in the public
sector to assist city councils, boards, and commissions in recruiting individuals for top management
positions including managers, administrators, department heads, and other key staff positions. We are
experienced in recruiting administrative staff for non profit organizations and private corporations. In
addition, we provide services in the areas of team building, strategic planning, goal setting, and
organizational and management studies for selected clients.
Our approach to executive search promotes maximum input from our dient in the search process. The
client is the final authority in the selection of candidates. We maintain continual contact with the client
throughout the search and keep the candidates informed as the search progresses. In addition to our
milestone meetings with the City Council, we will provide periodic updates to keep you informed of our
progress. The Brimeyer Group, Inc. is committed to accurately portraying all candidates to the City.
Likewise, we strive to accurately represent the position to candidates to prevent unrealistic expectations.
Consultant Assigned to Your Search
Richard Fursman
Richard has over 25 years of senior management experience in local government, most recently as
the City Manager of Maplewood, Minnesota. Throughout his career, Mr. Fursman has supervised,
managed and trained over a thousand employees in seven cities. Mr. Fursman is currently an Adjunct
Faculty member at the University of St. Thomas where he teaches Master's level Courses in
Leadership. Richard earned his Bachelor of Arts in Economics from the University of St. Thomas
and his Master of Arts degree in Urban and Regional Affairs from Mankato State University. He is
an Organization Development Doctoral Candidate at the University of St. Thomas. Richard has
been awarded the title of Credentialed Manager by the International City /County Management
Association. He is a certified Economic Development Professional, and successful development
practitioner. Richard is a past board member of the Minnesota City /County Management
Association, a member of Rotary International, and past President of the Minnesota Metropolitan
Manager's Association.
The Search Process
We anticipate the search for the City Administrator for the City of Rosemount will take three to four
months from the time we are retained to the time the City Council makes an offer. This is somewhat
dependent upon the availability of the City Council to participate in Profile development, selection of
finalists, and the interview process. We have prepared a preliminary timetable which corresponds to the
various steps in the process. After further discussions with the City Council we will refine the timetable
to accommodate your schedules.
City of Rosemount
Page Two
PHASE I
Position Profile
A successful search begins with a thorough definition and agreement by the City Council on each aspect
of the position to be filled. During this initial phase, our consultants will meet collectively and
individually with the City Council, Department Heads, and key staff to learn more about your goals and
objectives. Critical factors to be determined include position responsibility and authority; reporting
relationships; educational and experience requirements; personal and leadership qualities; and
management style. Prior to our meetings we will supply an Ideal Candidate Profile Survey to assist
participants in assembling their ideas on what should be included in the Position Profile.
Also important to the success of the search is identifying community priorities and the environment in
which the City Administrator must function. We would expect to meet with selected representatives from
the community to further assess the climate within which the selected candidate will most effectively
perform. This may be accomplished through individual interviews or through a public forum.
We will pay considerable attention to establishing organizational goals and priorities for the position. The
identification of priorities serves a two fold purpose: It assists the hiring authority in developing a
consensus on what is important for the organization and it alerts potential candidates to the important
issues of the organization.
After drafting the Profile, we will meet with the City Council as a group to discuss the critical
specifications of the position. A great deal of emphasis is placed on the agreement of this analysis.
Without this information, it is difficult to determine how potential candidates will affect the City's plans
and organizational team. The final Position Profile, after approval by the City Council, becomes the
document against which we evaluate prospective candidates.
PHASE II
Place Announcements Recruit Candidates
After the Profile is approved, we will conduct a comprehensive program to contact candidates and
determine sources of candidates. In addition to placing announcements in the appropriate professional
and trade journals, we will announce the position on appropriate web sites and the Profile will be featured
on The Brimeyer Group web site with a link to your web site. We will utilize our local, statewide, and
regional contacts to identify potential candidates. We will identify comparable organizations from which
key individuals can be contacted. Often we are able to identify candidates from similar assignments who
may be appropriate for the position. Because the most qualified candidates are often not in the job market
and do not respond to traditional advertising, we will directly recruit specific individuals with established
patterns of talent, stability, and success.
City of Rosemount
Page Three
Review Resumes and Screen Candidates
Following the application deadline, we will screen each applicant's experience and background against the
Position Profile. After evaluating and comparing each application, we will compile a list of candidates for
further consideration. We will conduct one -on -one interviews with the most promising individuals. Our
staff will make every effort to conduct face to-face interviews with these candidates. Our in -depth
evaluation and appraisal techniques will cover issues such as work experience, education, professional
development and achievement, career objectives, accomplishments, suitability, and specific interest in the
position. We will pay particular attention to behavior patterns and management style that most closely
reflect the needs of the organization.
Progress Report
From these interviews, we will select the most qualified individuals to present to the City. We will
prepare a Progress Report that will provide information on eight to ten candidates whose backgrounds
most closely meet the requirements of the position. This Progress Report will provide specific
information on educational and work history, accomplishments and growth potential, strengths and
possible limitations. We will personally deliver and review this report with the City Council. On the basis
of this review, four to six candidates will be selected for further consideration. At this time we will
propose a schedule for interviewing the candidates and discuss the compensation expectations of the City
Council for the new City Administrator.
PHASE III
Reference and Credential Checks
Prior to the interviews, we will conduct discreet reference checks on the finalist candidates. We will talk
with peers and former associates of these candidates. We will speak with individuals who are, or have
been, in positions to directly evaluate the candidates' job performance. We will verify the finalist
candidates' credentials through educational, criminal, and credit checks.
Assessment (No additional fee)
The Brimeyer Group is authorized to administer the DiSC Behavioral Management System assessment
and the Insights Discovery System. The results will be provided to the City Council and the candidates
and will cover the following areas: motivation and behavior patterns, management strategies,
identification and management of conflict areas. The DiSC provides a measure of "surface traits" or
characteristic ways of behaving in a particular environment. The Insights Discovery platform examines
each candidates' interpersonal effectiveness and problem solving ability. The City will gain insights into
the strengths, management style, and likelihood of success for each finalist candidate. This assessment is
available at the request of the City Council.
City of Rosemount
Page Four
Client Interview and Selection Process
Resumes, cover letters, and reference reports will be provided on each candidate prior to the interview.
We will also provide the City Council with a list of suggested interview questions and evaluation forms.
We will discuss the proposed procedures to be used in the interview process. Our suggested interview
schedule will allow the candidates to get acquainted with the community and community leaders and to
visit with the City Council and the staff in informal settings. We culminate the process with individual
and group interviews. If possible, all interviews will be scheduled within a period of one to two days
depending upon the desire of the City Council. A consultant will be present at each interview.
Selection
After the interviews we will meet with the City Council to review the individual ratings and assist in
determining the top candidate. The consultant will assist in this process to the extent requested by the
City Council. We take responsibility for notifying all unsuccessful candidates each time the candidate
pool is narrowed down.
Negotiating Compensation Package
The Brimeyer Group, Inc., will take great care that the City of Rosemount secures acceptance from the
most desired individual. We will recommend a compensation package calculated to attract the finalist and
will participate in the final negotiations. If any concerns arise in the final hour, by working as a third
party intermediary we can resolve important details of the offer which may have significant bearing on its
final acceptance or rejection.
Preparing for Change
Changing the top administrator can be unsettling for the staff and Council. The Brimeyer Group will
meet with Department Heads, key staff, Councilmembers (if desired) and the new Administrator to
discuss and plan for the adjustments that naturally occur during periods of transition. This is particularly
helpful to staff as they learn to work with their new supervisor. Items covered include effective
communication, setting expectations, clarification of roles and responsibilities, a review of the culture and
other norms.
Additional Services
A. If requested by the City Council, The Brimeyer Group, Inc., will act as a spokesperson with the
media in order to maintain the integrity of the selection process and to protect the confidentiality and
privacy of the candidates who are not hired.
B. Family issues and dual career households are factors that influence an individual's decision to change
jobs. We address circumstances arising from a job change including spouse careers, real estate
issues, family concerns, and relocation details.
C. After the candidate is employed, we will follow up with both the City and the candidate to insure a
smooth transition and satisfactory completion of the assignment. This follow -up contact is intended
to identify potential issues early so that adjustments can be made, if necessary.
D. If desired, Mr. Fursman will facilitate a Strategic Planning process at three months of employment.
This provides the City and the Administrator an opportunity to set goals to work toward in the
coming months and years. This can be particularly helpful for the administrator to get to know the
community, and the issues you are facing. This service will be provided at discounted rate of $2,000.
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City of Rosemount
Page Five
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First Performance Evaluation
If requested by the City Council, we will assist in conducting a performance evaluation of the selected
City Administrator at six to twelve months of employment. We will develop a Work Program that will
contain objectives for the City Administrator to accomplish in the ensuing six to twelve months. The
only cost incurred for this service will be expenses.
Guarantee
If the City Council utilizes the entire process, Phase I, Phase II, and Phase III, as described, The Brimeyer
Group offers an 18 -month guarantee on the effectiveness of the City Administrator. Should the City
Council determine it necessary to terminate the City Administrator due to failure to adequately perform
the duties as specified in the Profile and as represented by the process, we will refill the position at no
additional fee and will charge expenses only. We offer this assurance because of our confidence in the
thoroughness of the process.
Should there be substantial changes in the political situation at the City of Rosemount and a decision is
made to terminate the City Administrator for reasons other than failure to perform the duties as specified
in the Position Profile, this guarantee is subject to negotiations between the City Council and The
Brimeyer Group. The Brimeyer Group will not recruit candidates we have placed with your organization.
Costs
EXPENSES
The Brimeyer Group, Inc. will bill expenses directly related to the assignment. Necessary expenses
include announcements, travel, meals, lodging, long distance telephone, printing, credential verification,
print media search, mailing, courier service, and administrative expenses. Our expenses for this
assignment be in the range of $3,000 to $3,500. This estimate does not include costs associated with
candidates' expenses for the final interview. These expenses are influenced by the following
factors: number of candidates invited to interview, location of candidates, spouse and family
attendance, meals and hotel accommodations provided.
FEE FOR SERVICE
The Brimeyer Group will charge a flat fee of $16,000 to complete this assignment. The fee includes the
following services:
Phase I
Meet individually with the City Council, Department Heads, and key staff
Meet with selected representatives from the community and /or conduct public forum
Develop, present, and print Position Profile
City of Rosemount
Page Six
Phase II
Place Announcements
Direct Recruiting, Send Profiles
Review Resumes
Screen and evaluate candidates
Prepare and present Progress Report
Phase III
Reference checks /credential verification
DiSC Personality Profile assessment instrument (included in base fee)
Schedule and coordinate candidates' interviews with the assistance of City staff
Participate in interviews
Develop compensation package
Participate in negotiations
Six month Performance Evaluation
PAYMENT
Our payment policy is one -third of the fee due upon signing this agreement; one -third after
presentation of the Progress Report; and the balance due 10 days after the search has successfully been
completed, whether the agreement is oral or written. In the event the City Council terminates this
agreement during the search, we will retain the progress payments to that point.
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Pamela Carlson, President Date
The Brimeyer Group, Inc.
Mayor Date
City of Rosemount
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City of Rosemount
City Administrator
Suggested Search Timetable
4/15/08 Authorization to Proceed
1 4/21 to 5/9/08 Develop Profile
5/15/08 Approve Profile
Week of 5/21/08 Place .Announcement
5/21 to 6/16/08 Recruit Candidates
7/1/08 Deadline for Application
7/7 to 8/11/08 Screen and Review Candidates
8/19/08 Progress Report/Selection of Finalists
8/20 to 8/28/08 Reference and Credential Checks
8/29 and 8/30/08 Interviews
September 2008 Start Date
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1 Underlined dates indicate direct participation by the City Council
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