HomeMy WebLinkAboutC-3250 - City Manager RecruitmentSF N
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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