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HomeMy WebLinkAboutC-3250 - City Manager RecruitmentSF N ASS b+i ES PROFESSIONAL SERVICES AGREEMENT Shannon Associates agrees to provide the following services to the City of Newport Beach in conjunction with the recruitment of a City Manager. 1. Establish job requirements and candidate profile 2. Prepare recruitment brochure and place advertising 3. Recruit aggressively A Identify and contact referral sources B. Identify and contact potential candidates 4. Conduct Preliminary Screening A Conduct the initial resume screening B. Conduct preliminary interviews 5. Prepare a report summarizing the results of the recruitment process and assist the City Council in the selection of finalists. 6. Design the selection process 7. Administer the selection process 8. Assist the Council in negotiating employment agreement. 1601 RESP NSF. ROAD, SUITE 390, SACM EN [0. CA 95815 916.567.4280'I'EL 916.567.1220 FAX El City of Newport Beach — City Manager a. Page 2 For professional services provided under this Agreement, the City of Newport Beach agrees to compensate Shannon Associates $14,500 plus reimbursement of directly related expenses for such items as travel, advertising, long - distance telephone, printing, and postageldelivery charges. Expenses will be reimbursed at actual cost. Professional fees and reimbursement expenses will be billed and paid monthly. Optional Services: If requested, Shannon Associates, will provide the Transition Planning Services outlined in Phase IV of the original proposal dated September 12, 1998. The professional fee for this optional service is $2,500 plus reimbursement of directly related expenses. Additional services beyond the scope of the proposal will be provided, upon request of the client, at the rate of $150 per hour. These services will be defined in advance and an estimate of the total cost provided prior to beginning such services. This Agreement is effective upon commencement of work and shall continue until all services are completed. CITY OF NEWP T BEACH NAME : C TITLE: DATE: SHANNON ASSOCIATES, INC. TITLE:,, President DATE: C* of Newport Beach i NO. BA- 014 BUDGET AMENDMENT 1998 -99 AMOUNT: $zz,5oo.00 ECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance X Increase Budget Appropriations AND X Decrease in Budgetary Fund Balance Transfer Budget Appropriations No effectomHndgetaLy Fcr(rd Safance .7c ..::. v„ r„i CITf oj� N9'',,'OCRT 2EACH from existing budget appropriations from additional estimated revenues i Q `Z X from unappropriated fund balance t EXPLANATION: APPRnVFD This budget amendment is requested to provide for the following: To enter into a contract with Shannon Associates in the amount of $22,500 for the City Manager recruitment process. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account 3605 REVENUE APPROPRIATIONS (3601) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Division Account Division Account Division Account Division Account Division Account Signed: Signed: Number Number Number Number Number Number Number Number Number Number Description Fund Balance Control Description Description 0612 Human Resources 8080 Services - Professional & Technical NOC Signed: .1?V4UQ-7ti'4Ci 111 , I'Mr- City Council Approval: City Clerk Amount Debit Credit $22,500.00 r'I $22,500.00 r/— %y Date /c - /A- qd, Date 01-9 A PROPOSAL to the CITY OF NEWPORT BEACH to recruit a CITY MANAGER � /M QAJ ASSOCIATES 1601 Response Road, Suite 390 Sacramento, CA 95815 Tel 916/567 -4280 Fax 916/567 -1220 September 12, 1998 Table of Contents I. Qualifications and Experience II. Organization Profile III. Recruitment Strategy IV. Timetable V. Compensation VI. References 1 - 3 5 9 11 12 I. Qualifications and Experience Shannon Associates brings to this assignment over twelve years of experience in providing management consulting services to governmental clients in the western states. The types of services we provide are as follows: ➢ Executive Search: Focusing on the recruitment and selection of city managers and other key management, professional, and technical staff. ➢ Organization Development Training: Offering training and group facilitation for council- manager relations, team- building, organizational trouble - shooting, and staff development. ➢ Human Resources Advisory Services: Providing consulting resources in compensation analysis, civil service and merit system restructuring, and management performance assessments. With respect to this particular assignment we possess a number of important strengths. . ➢ The successful completion of over 450 recruitments. We have extensive experience in the recruitment of all types of local government executive and professional staff, including council/board appointed executives, department directors, and key professional and management positions. Although our client list is far ranging, note that each recruitment we conduct is uniquely designed to fit the needs of the individual client and is calculated to provide a strong, competitive pool of candidates. ➢ Extensive and varied consulting experience with a wide range of Orange County local governments. Current and past clients inlude Orange County, Orange County Fire Authority, and the Cities of Brea, Cypress, Irvine, La Palma, Mission Viejo, Santa Ana, Tustin and Yorba Linda. ➢ We have conducted multiple recruitments for City Manager positions. For example, we have completed recruitments for the cities of Antioch, Chandler (Arizona), Ceres, Chico, Concord, Cupertino, Del Mar, El Segundo, Irwindale,.La Palma, Peoria (Arizona), Riverside, Sonoma, Stockton, and Tucson (Arizona). Each of these recruitments required a tailored and sophisticated recruitment strategy to insure the development of a well - qualified candidate pool. Proposal to the City of Newport Beach l • • In -depth understanding of all local government operations, programs, and services. This understanding has been gained both as local government managers and as consultants to local governments throughout the Western United States. Proposal to the City of Newport Beach 2 0 0 II. Organization Profile Shannon Associates has assembled a uniquely qualified team of professionals to assist the City. This team possesses extensive consulting experience and a direct, in -depth understanding of local government. John Shannon will take the lead on this engagement, and will be assisted by Mary Egan and David Harris. JOHN SHANNON Mr. Shannon has twenty-eight years of human resources management experience including twenty-two year's experience as a consultant to local, regional, and state government. During this time, numerous consulting engagements have been successfully completed for cities, counties, educational institutions, special districts, and regional and state agencies. Mr. Shannon was a partner in another local government consulting firm for ten years before starting his own firm in 1986. He began his career in key management positions with the City of Inglewood, California. Over the past twelve years, Mr. Shannon has conducted over 50 recruitments for a wide range of council/board appointed officials, including association executives, city managers, county executives, city attorneys and county counsels. Mr. Shannon received his Bachelor's Degree from the University of California, Santa Barbara, and his Master's Degree in Management from the University of California, Los Angeles. MARY EGAN Ms. Egan has been involved in public sector human resource management for almost ten years and has served as a senior consultant since 1995. She has personally conducted many high - level recruitments as an engagement manager. Since 1988, she has worked in various managerial capacities for the City of San Jose, including serving as the Employee Relations Officer and Chief Negotiator. She is a recognized expert in traditional and interest -based negotiation, and interest arbitration, and is highly skilled at negotiating conflicts and creating consensus with governing boards. Ms. Egan received a Bachelor's Degree from University of California, Davis, and her Master's Degree in Public Administration from California State University, San Francisco. Proposal to the City ofNewpon Beach 0 0 DAVID HARRIS Mr. Harris joins the firm after a distinguished career in local government. His most recent chief executive position was 19 years as City Manager with the City of Dixon. He has also served as Assistant City Manager with the City of Fairfield and is a governmental affairs consultant in the areas of Trauma Care and Emergency Services Communication. Mr. Harris has assisted in numerous executive recruitments and is the author of articles on local government that have appeared in various publications. Mr. Hams holds both a BS and MPA from Brigham Young University. to the City ojNewport Beach 0 0 III. Recruitment Strategy The executive search process presented below is designed to provide the Council with the full range of services required to assure the ultimate selection of a new City Manager who is uniquely suited to the City's needs. PHASE I - DEVELOP CANDIDATE PROFILE AND RECRUITMENT STRATEGY Task 1 Review and Finalize Executive Search Process and Schedule A critical first step in this engagement is a thorough review of the search process and schedule with the Council. This will ensure that the City's needs are met in the most complete manner possible. Task 2 - Meet Individually with Each Council Member As a prelude to a workshop session with the Council, the consultant will meet individually with each Council member. The purpose of these meetings is to develop some individual insights regarding the community's needs, and the personal and professional characteristics desired in a City Manager. Task 3 - Receive Input From Others If desired by the Council, the recruitment process can provide for the active patticipation of Commission representatives, department heads, employee representatives, and community residents in the development of the candidate profile. The specific nature of the involvement process will be developed in consultation with the Council. The results of the above activities will be summarized by the consultant and provided to the Council as an additional.source.of information for developing the candidate profile and selection criteria. Proposal to the City ojNewport Beach 5 • 0 Task 4 - Development of Candidate Profile and Recruitment Strategy This task will be accomplished during a workshop session of approximately two hours in length involving the Council and the consultant. This task will result in the identification of the personal and professional attributes required of the new City Manager, and include the following activities: ➢ The Council will identify priorities for the new City Manager. The consultant will assist the Council in identifying the conditions and challenges likely to be encountered in achieving the priorities identified above. The Council will describe the type of working relationship it wishes to establish with the City Manager. The consultant will assist the Council in generating a list of specific competencies, experiences, and personal attributes needed by the new City Manager in light of the analyses conducted above. ➢ The consultant will present several recruitment and selection strategies for the Council's. consideration. The Council will choose the recruitment and selection process most likely to produce the intended results. Task 5 - Prepare Recruitment Brochure and Place Advertisements Following the completion of the workshop session, text for an attractive recruitment brochure will be prepared and presented to the Council for review prior to printing. In addition, advertisements will be prepared and placed for publication in appropriate magazines, journals, newsletters, and job bulletins. PHASE II - RECRUITMENT Task 1 - Identify and Contact Potential Candidates This task will include a variety of activities designed to attract the best available candidates. In addition to the placement of advertisements in appropriate professional journals, the consultant will: 0 0 ➢ Contact leading local government executives to request assistance in identifying outstanding potential candidates. ➢ Provide each potential candidate with a copy of the recruitment brochure transmitted by personal letter. ➢ Contact potential candidates by telephone to explain the career opportunity, answer questions, and encourage them to submit a resume. Task 2 - Conduct Initial Screening All resumes will be submitted directly to the consultant for initial screening. This screening process is specifically designed to assess the personal and professional attributes the City is seeking and will include: ➢ A thorough review of each candidate's resume and other supporting materials. Screening interviews with those candidates that appear to best meet the City's needs. Task 3 - Council Selects Finalists At the conclusion of the previous tasks, the consultant will prepare a Client Report which summarizes the results of the recruitment process and recommends six to eight candidates for further consideration by the Council. This report will include a brief profile on each candidate's background and the candidate resumes. The consultant will meet with the Council to review this report and to assist the Council in selecting a group of finalists for further evaluation. PHASE III - SELECTION Task 1 - Design Selection Process Based on the results of the meeting conducted in Phase 1, the consultant will design a selection process to be utilized by the Council in assessing the final candidates. This process will typically include an in -depth interview with each candidate, but may also include other selection tools such as an oral presentation, preparation of written reports, and problem solving exercises. Proposal to the City ojNewport Beach 7 0 0 Task 2 - Administer Selection Process The consultant will coordinate all aspects of the selection process for the Council. This includes contacting both the successful and unsuccessful candidates, preparing appropriate materials, facilitating the interviews, and assisting the Council with deliberation of the results of the interviews. Task 3 - Arrange Follow -up Interviews and Conduct Reference Checks Following the completion of the selection process, the consultant will be available to schedule and coordinate follow -up interviews, and complete reference checks. Task 4 - Assist Council in Negotiating Employment Agreement Once the Council has made a selection, the consultant will assist the Council and new City Manager in developing the terms of an agreement that covers compensation and other terms and conditions of employment. PHASE IV - TRANSITION PLANNING PROCESS (OPTIONAL) Based on the parameters established in Phase I, the consultants will facilitate a workshop session of approximately four hours in length involving the Council and new City Manager. This session is designed to assure that the Council and Manager are clear about mutual expectations and will include: 7 The clarification of roles between the Council and Manager, and ways of dealing with role conflicts as they arise. ➢ The development of performance objectives for the City Manager for the first year. ➢ The development of the performance evaluation criteria for use by Council during the Manager's first year of service, and an evaluation framework that can be used in future years. This workshop has been very well received by Councils and managers in many of our client cities. It helps to get the most important working relationship in city government off to a good start. Proposal to the City of Newport Beach 8 IV. Timetable Shannon Associates is prepared to begin immediately upon execution of a Professional Services Agreement and receipt of a notice to proceed. We can complete all search activities up to and including the selection of a new City Manager in 12 - 16 weeks. The precise schedule will depend on the placement of advertising in the appropriate professional journals, and the ability to schedule, as quickly as possible, the initial Council member interviews and the initial workshop session with the Council. A proposed schedule is presented below. PROPOSED SCHEDULE Stage of Recruitment Week Initial Meeting to Define Candidate Profile 1 -2 Place Ads and Draft Brochure 3 Brochure Approved and Printed 4 Aggressive Recruiting 4 - 8 Final Filing Date 8 Preliminary Screening 9- 11 Report of Results to Council 12 Council Interviews 14 Appointment 16 Proposal to the City of Newport Beach 9 • FAST TRACK SCHEDULE If desired by the Council, the schedule can be accelerated by a variety of specific strategies. These include limiting the use of advertisements in professional journals and relying almost exclusively on personal contacts to recruit candidates; shortening the outreach recruitment period; and fast tracking the candidate screening and Council selection processes. By utilizing these strategies, the schedule could be reduced by up to six weeks. Stage of Recruitment Week Initial Meeting to Define Candidate Profile t Prepare Brochure 2 Brochure Approved and Printed 3 Aggressive Recruiting 4 - 6 Final Filing Date 6 Preliminary Screening 4 - 7 Report of Results to Council 8 Council Interviews 9 Appointment 10 Proposal to the City offewport Beach 10 • 0 V. Compensation FEES FOR CONSULTING SERVICES The Professional fee for consulting services, excluding the transitional planning process, is $14,500 Phase I — Develop Candidate Profile and Recruitment Strategy .. Phase II — Recruitment ............................. Phase III — Selection Phase IV — Transition Planning Process (optional) ...... ............................... $4,500 .1 6,000 .......... ............................... $4,000 ......................... $2,500 Additional services beyond the scope of the proposal will be provided, upon request of the client, at the rate of $150 per hour. These services will be defined in advance and an estimate of the total cost provided prior to beginning such services. REIMBURSABLE EXPENSES Actual out -of- pocket reimbursable expenses for such items as travel, advertising, long distance telephone, printing / copying, and postage / delivery charges. Estimated Range ............................................................................. ............................... $4,000 - $8,000 Professional. fees and reimbursable expenses would be billed and paid monthly. Proposal to the City of Newport Beach I1 n u n 1� VI. References Client Position Contact Concord City Manager Bill McManigat City Attorney Mayor (510) 671 -3158 El Segundo City Manager Mike Gordon Mayor (310) 607 -2226 Irwindale City Manager Robert Griego City Manager (818) 962 -3381 La Palma City Manager Wally Linn Former Mayor (714) 523 -7700 Peoria (AZ) City Manager Terry Ellis City Manager (602) 412 -7307 Riverside City Manager John Holmes City Manager (909) 782 -5763 Sonoma City Manager Al Maya Mayor (707) 938 -3681 Ventura City Attorney Donna Landeros City Manager (805) 654 -7740 Orange County Fire Authority Director of Fire Services Craig Scott Chair- Searchcommittee (714) 222 -0106 California State Executive Director Steve Sralay Association of Counties Executive Director (916) 327 -7500 County of Alameda County Administrator Naomi Burns Assistant County Administrator Director, Personnel and Labor Relations (510) 272 -3883 County of Sacramento County Executive Roger P. Fong County Counsel Human Resources Administrator (916) 440 -7097 Proposal to the City of Newport Beach 12 :lgc uu.i LCein No. D CA' of Newport Beach • NO. BA- 014 BUDGET AMENDMENT 1998 -99 AMOUNT: E 522,500.00 -ECT ON BUDGETARY FUND BALANCE: ncrease Revenue Estimates Increase in Budgetary Fund Balance NIncrease Budget Appropriations AND �X Decrease in Budgetary Fund Balance lHJ Transfer Budget Appropriations No effect on Budgetary Fund Balance from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To enter into a contract with Shannon Associates in the amount of $22,500 for the City Manager recruitment process. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Description 3605 Fund Balance Control REVENUE APPROPRIATIONS (3601) Fund /Division Acc un Description EXPENDITURE APPROPR/ATIONS (3603) Division Account Division Account Division Account Division Account Division Account Signed Signed Signed Description Number 0612 Human Resources Number 8080 Services - Professional & Technical NOC Number Number Number Number Number Number Number Number Manager City Council Approval: City Clerk Amount Debit Credit $22,500.00 le $22,500.00 Date Date CITY OF NEWPORT BEACH Office of the City Manager October 12, 1998 TO: HONORABLE 'MAYOR AND i\IEMBERS OF THE CITY COUNCIL FROM: Dennis Danner, Acting City Manager SUBJECT: EXECUTIVE SEARCH FIRM - CITY MANAGER DISCUSSION: The Conunittee charged with recommending an executive search firm for hiring the new City Manager (Mayor Edwards, Mayor Pro -Tem O'Neil, and Councilmember Noyes) met last Monday with Norm Roberts of Norman Roberts & Associates, Clay Brown of Ralph Anderson & Associates, and John Shannon of Shannon Associates. Since the compensation and time frame for each of the proposals was similar, each principal was asked what made their recruitment approach unique and best suited to the City's needs. After personally interviewing each of the principals it was the Committee's unanimous recommendation to retain the firm of Shannon Associates. Shannon Associates proposed fee for the recruitment is 514,500 with expenses for travel, advertising, long distance telephone calls, printing, etc. not to exceed 58,000. It is hoped that the new City Manager will be able to begin service with the City by March 1, 1999 in time to review the City's proposed budget for the 1999 -2000 fiscal year. It was, however, emphasized to the recruiters that the City would not sacrifice quality for speed in the selection process. RECOMMENDATION: Retain the firm of Shannon Associates to begin the recruitment of a new City Manager and approve a budget amendment in the amount of $22,500 for an award of contract for these services. memo 10 /05/98 11:03 AM