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HomeMy WebLinkAbout13 - Interim Assistant City Manager Agreement - Jan PerkinsCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 13 October 13, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, City Manager 949 - 644 -3000, dkiff @newportbeachca.gov SUBJECT: APPROVAL OF CONTRACTUAL AGREEMENT WITH MANAGEMENT PARTNERS, INCORPORATED FOR INTERIM ASSISTANT CITY MANAGER — JAN PERKINS ISSUE: Should the City bring on outside consultant services to assist handling some of the tasks of the City Manager's Office due to the promotion of an Assistant City Manager? RECOMMENDATION: Authorize the City Manager to enter into a contract with Management Partners, Inc. to provide professional services to the City Manager's Office at the rate of $140 per hour, not to exceed a total amount of $100,000 between the period of October 2009 and March 2010. DISCUSSION: Background: Assistant City Manager Dave Kiff was promoted to City Manager on September 12, 2009, leaving a vacancy in the City Manager's office and a variety of highly complex administrative and supervisory duties pending. It is not possible for the City Manager to continue to do both jobs and further, it is appropriate for efficiency and budget reasons, to take this opportunity to review the organizational structure of the City at this time. Management Partners, Inc. is a firm comprised of former city and county managers and other professionals who specialize in working with local government leaders and are able to carry out a full range of projects including strategic planning and goal setting, teambuilding, project management, performance management and process improvement/re- engineering. The firm is known for their commitment to excellence, Approval of Contractual Agreement with Management Partners, Inc. October 13, 2009 Page 2 working within and improving the culture of organizations and for the highly qualified staff whose skills and abilities are compatible to the needs of their clients. Jan Perkins, a partner in the firm, and an Orange County resident, has 30 years of management experience in local government. She was previously the City Manager of Fremont and Morgan Hill, CA. She also served the cities of Santa Ana, CA and Grand Rapids and Adrian, MI in executive management positions. Jan is involved with several organizations including ICMA (International City Management Association), Cal- ICMA's Preparing the Next Generation (Succession Planning) Committee and Women Leading Government. She is highly regarded for her expertise in mentoring, restructuring, coach and teambuilding — all of which will serve the City of Newport Beach well. Jan holds a degree in Public Administration (City Management concentration) from the University of Kansas and holds a Certificate from the Executive Program in State and Local Government at Harvard University. The Scope of Services that will be performed by Ms. Perkins as an Interim Assistant City Manager is outlined in Exhibit A. Exhibit B outlines the Rates charged by Management Partners, Inc. for these services. Exhibit C is Ms. Perkins' biography. The use of interim, professional management services in the City Manager's office will provide support and assistance for the new City Manager. In addition, transferring important duties to Ms. Perkins, having her expertise to perform organizational review /assessment and assist with the budget and other critical organizational issues , facilitate goal setting and work with Directors and City Council on meeting the challenges we face will be instrumental in our success. Further, Ms. Perkins is skilled in working with Performance Measurement and Benchmarking; a priority of the City Council. It is anticipated that prior to the conclusion of the contract with Management Partners, Inc., the City Manager will be able to identify and recruit for the type of Assistant City Manager who is able to deal with the implementation of major initiatives for the City and work to develop expertise in -house for future leaders. The employment agreement will be memorialized by the City's standard Professional Services Agreement approved by the City Attorney. It will be executed by the City Manager pursuant to his appointing authority upon approval by the Council of this item. Fiscal Impact: No Impact as the expense is covered by the budgeted amount for the Assistant City Manager position. Environmental Review: The City Council's approval of this Agenda item does not require environmental review. Approval of Contractual Agreement with Management Partners, Inc. October 13, 2009 Page 3 Public Notice: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the Council considers the item). Submitted by: I 'I Dav Ciff City Manager Attachments: Exhibit A — Scope of Services Exhibit B — Rates Exhibit C — Jan Perkins' Biography Exhibit A Scope of Services Consultant shall be tasked by the City Manager to conduct the following scope of services, including but not limited to, and not necessarily in this priority order: 1. Departmental Assessments. Scope, manage and conduct assessments of several City departments, including: a) Planning and Building Departments, Administrative Services Department, Police Department (with the assistance of the Police Chief and following the transmittal of completed investigations), others as directed by the City Manager; b) Identify ways to utilize the City's administrative managers most effectively and engage them in ways to strengthen their experiences and learning; and c) Identify ways of utilizing the City's office assistants, department assistants and administrative assistants most effectively throughout the organization. 2. Facilitation. Conduct teambuilding and goal setting with the management team, establishing norms, values, expectations and a strategic focus for the next 6 to 12 months. May include facilitating the Team in budget reduction discussions. Implementing performance measurement and benchmarking by: a) Provide advice about processes for strengthening the organization's culture of performance measurement, building on previous work that has been done and creating an implementation action plan; b) Assist the City Manager's Office and staff in creating and implementing a plan for communicating the City's performance and results as gauged through established measures to the Council and public; c) Develop and propose a longer strategic plan for the City, incorporating recent work in performance measurement and benchmarking; and d) Assist the new Administrative Services Director in identifying the most effective and useful approach for incorporating performance measurement in budgeting and /or transitioning to a program -based budget with performance measurement tied into it. 4. Budget Assistance. Assist the City Manager in the evaluation and implementation of budget strategies to address revenue shortfalls and other budget challenges, including PERS rate increases. May include "stop, start, continue" analyses as well as a longer -term study of classification and compensation issues. 5. Change Management. Provide advice, coaching, and assistance in change management ing and implementation for major initiatives. Exhibit B Rates Consultant shall be compensated at $140 /hour through Management Partners. No additional benefits shall be provided. Consultant's incidental work - related expenses (parking, tolls, mileage, etc) while working at the City that are typical of those that an Assistant City Manager may incur shall be reimbursed by the City with proper invoices and upon approval of the City Manager. Exhibit C JAN C. PERKINS Jan Perkins, Partner, has 30 years of local government management experience in five communities. She has held major leadership positions in professional organizations, has authored numerous articles, and is a frequent speaker at workshops and conferences. Jan was city manager of Fremont, California, for nearly 11 years, and earlier was city manager of Morgan Hill, California. She also served the cities of Santa Ana, California; and Grand Rapids and Adrian, Michigan, in a variety of senior management positions. Since joining Management Partners in 2005, Jan has led complex projects that provided assistance to senior local government managers. These have included strategic and business planning, teambuilding, council /board effectiveness, goal setting, leadership development and executive coaching, executive performance evaluations, organization development and reviews, and staffing analyses. She is based in the company's San Jose, California, office. Among her recent clients are the cities of Rio Rancho and Santa Fe, New Mexico; the California cities of San Jose, Concord, Ceres, Livermore, Garden Grove, Cypress, La Palma, Alameda, Huntington Beach, Long Beach, Orange, Santa Cruz, Santa Ana, Sunnyvale, Novato, Livermore, Garden Grove, Stanton, Gilroy, Rancho Cordova, Vista, and Modesto; the counties of Alameda, Orange, Monterey, Marin and San Mateo; the Orange County Cemetery District; the Contra Costa Transportation Authority, and the Alameda County Congestion Management Agency. Her expertise was developed through an increasingly demanding series of jobs, beginning with the City of Grand Rapids. There, she served in a variety of management positions over a six -year period, concluding as deputy city manager. She also worked for the City of Adrian as assistant city administrator and community development director. In 1984, she was named deputy city manager of Santa Ana, California, followed by top positions in Morgan Hill and Fremont. Among Jan's articles are "Successful Leadership," which appeared in the March 2005 issue of Public Management magazine; "The Value of Going Back to the Basics," co- authored with former Fremont Mayor Gus Morrison, which appeared in the June 2005 issue of Western City magazine; "Ethics: Alive and Well," co- authored by Elizabeth Keller and published in the January/February 2007 issue of Public Management, and "Assessing the Ethical Culture of Your Agency," co- authored by JoAnne Spears and Arne Croce, which appeared in the January/February 2007 issue of Public Management. Jan served as president of the California City Management Foundation, president of the Alameda County City Managers Association, and as executive board member of the City Manager's Department of the League of California Cities. She also chaired a number of ICMA committees, and is a fellow with the National Academy for Public Administration. Jan earned a bachelor's degree in sociology and a master's degree in public administration from the University of Kansas. She is a graduate of Harvard University's Program for Senior Executives in State and Local Government. She is recognized by ICMA as a Credentialed Manager.