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ITEM 7.1 Requesting Direction with recruitment of City AdminstratorP OtCI�egoF MINNESOTA V DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Administration Adam Flaherty, Finance Director November 14, 2016 PRESENTER(s): REVIEWED BY: ITEM #: Adam Flaherty, Finance Director City Attorney MacArthur 7.1 AGENDA ITEM DETAILS RECOMMENDATION: City staff is requesting direction from the City Council on how to proceed with the recruitment process for the City Administrator position. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: The City Administrator position is currently vacant. During a special City Council meeting on October 24, 2016, the Council directed staff to request proposals from three professional service firms who provide executive recruitment services. The City requested and has received proposals from: David Drown Associates, Inc.; Waters & Company; and Brimeyer Fursman. Each firm has a locally based office and has completed searches for numerous Minnesota governmental units. Each of the three proposals is attached for the Council's review. As you can see in reviewing the proposals, the components of an executive search don't vary significantly from one firm to the next. Each firm has laid out their process, an estimated timeline, a proposed cost estimate as well as references. Given that the costs from each proposal do not significantly vary from one firm to the next, City staff recommends that the City Council conduct interviews of each firm to determine the best fit. At the special City Council meeting on October 24, 2016, the Council scheduled a special meeting for November 28, 2016 at 5:30 p.m. for interview purposes. This date worked for two of the three firms; however the third firm already had a conflict with this date and would need an alternate date. SUPPORTING DOCUMENTS: 4 ATTACHED NONE • Proposal — David Drown Associates, Inc. • Proposal — Waters & Company • Proposal — Brimeyer Fursman POSSIBLE MOTION Please word motion as you would like it to appear in the minutes. Potential Motions -Motion to accept the proposal from (firm name) for executive recruitment services for the City's vacant City Administrator position. -Motion to direct staff to schedule interviews with (firm name(s))to be completed during a special City Council meeting at _(time) on _(date)_, 2016 located at _(place) -Motion to... BUDGET INFORMATION FUNDING: BUDGETED: General Fund —Administrative Department Executive recruitment professional services were not budgeted for in 2016 or 2017. DDA David Drown Associates, Inc. October 31, 2016 Mr. Adam Flaherty Finance Director City of Otsego 13400 90th Street NE Otsego, MN 55330 Dear Mr. Flaherty, Faribault Office: 1327 Merrywood Court Faribault, MN 55021 (612) 920-3320x109 1 fax: (612) 605-2375 gary@daviddrown.com www.daviddrown.com Sent Via email only David Drown Associates (DDA) is pleased to submit a proposal to assist the City of Otsego with a search for your next City Administrator. Our firm has extensive experience with local governments, and we thoroughly understand the complexities faced by City Councils in Minnesota. More specifically, I lived and worked in Sherburne County and am very familiar with the area and the opportunities Otsego has in the future. In addition, I completed the Sherburne County Administrator search three years ago. We are committed to providing the most professional service and making sure our clients receive the services they want and need. DDA is a small firm by design. We do not have a vast organizational hierarchy to support and, as a result, can provide cost effective services to our clientele. The attached proposal includes several elements that sets us apart in our approach to providing this service. Highlights include: • Knowledge: Our firm comprehensively understands local government in Minnesota. • Communication: We will be on site 5-7 times throughout the search process and will provide weekly email updates to the City Council throughout the process. • Adherence to deadlines: When the Council adopts a deadline, we will meet it. • Background check process: Instead of doing a comprehensive background check on a single finalist, we do a comprehensive background and reference check on all finalists interviewed by the Council. • Work Personality Index: Each semi-finalist will receive a Work Personality Index and the Council will receive a full report of the results on each person. • Intellectual Profile: Each finalist will complete an intellectual profile measuring verbal reasoning, mathematical and logical reasoning, and overall mental aptitude. • Fee: Our fee is truly all inclusive, and the Council will not have to worry about any additional costs for the search process. • Our approach is fresh and uniquely focused on meeting your individual needs. Thank you for your consideration. Sincerely, Gary Weiers David Drown Associates Enclosure DAVID DROWN ASSOCIATES, INC. PROPOSAL FOR THE CITY OF OTSEGO CITY ADMINISTRATOR SEARCH OCTOBER 31, 2016 F1 9 1, David Drown Associates, Inc. City of Otsego: City Administrator Search Proposal ♦ Description of the Firm ♦ Process Details ♦ Approach to the Process ♦ Fees ♦ Service Team ♦ Timeline DESCRIPTION OF THE FIRM ♦ Assurance ♦ References For 18 years, David Drown Associates (DDA) has provided Financial Solutions, Tax Increment Financing, Economic Development, Strategic Planning, Executive Searches, and other services to cities and counties throughout Minnesota. With over 435 local government clients, we have a deep understanding of the workings of local government in Minnesota. DDA recently completed searches for Three Rivers Community Action, Inc., Willmar Municipal Utilities, and the Cities of St. James, Isanti, Motley, and Lake City, Minnesota. A list of completed searches from the past two years is included later in the proposal. We are currently in various stages of searches for the Cities of Willmar and Baxter, Minnesota. In addition, we did the Administrator search for Sherburne County three years ago. APPROACH TO THE PROCESS Our approach to this search will be to focus on finding the best fit for the City of Otsego. This is accomplished, first and foremost, by listening to what you are saying, understanding your goals and objectives, and building the search process off of that foundation. After gathering background information, we comprehensively advertise the position and make sure that the posting gets into the hands of prospective candidates. In some cases, those persons are not active job seekers, so we will make every effort to find those folks through direct outreach efforts. After the posting closes, an analysis of candidates will be completed so that, when the semifinalists are presented to the City Council, you will be confident that these people are the best matches from the submitted applications. After the Council selects the finalists, these candidates will be fully researched, and all necessary hiring information will be available prior to the Council making a decision. Communication with the City Council and staff is a high priority. In addition to Gary Weiers being on site regularly, the City Council will receive weekly email updates and he will always be available for questions. City of Otsego: City Administrator Search Proposal SERVICE TEAM Our team will be led by Gary Weiers. He joined DDA in 2013 after completing over 20 years of county government management experience, the last 11 years as County Administrator in Rice County. Prior to becoming Administrator, Gary served as the Social Service Department Director in Rice County, and worked as a Social Service Supervisor in Mower County and your neighbor, Sherburne County. Gary received his bachelor's degree from the University of St. Thomas, and has honed his skills by working his way up from an entry level social worker position to be the head of a $50 million organization with over 350 employees. Gary will be assisted by firm President David Drown, but the vast majority of work will be directly performed by Gary. It is likely that Gary will be the only person that you will see, and you will see plenty of him. In addition to conducting executive searches, Gary has done work with communities on sharing services, organizational analysis, strategic planning, and other management related work. "Gary Weiers has done a fantastic job for us. He communicated with us throughout the process and kept it moving forward. Gary fit in with our culture immediately and helped make this very important process fun." -Steve Stotko Mayor of Winsted, Minnesota David Drown is the President of DDA and founded the company 18 years ago to provide a wide array of services in a cost effective, efficient, and professional manner, and to enhance the quality of services to cities and counties in Minnesota. The vast majority of our work is done in outstate Minnesota. As a result, we have a deep understanding of the unique needs of cities throughout Minnesota. David will lend professional support and input where needed. City of Otsego: City Administrator Search Proposal TENTATIVE TIMELINE This timeline is tentative. The final timeline will be set after the City Council's decision to proceed. COMPLETION ITEM TASK DATE Decision by City Council November 28, 2016 to proceed Information gathering ♦ Meet individually with Council Members ♦ Meet with department heads in a group session December 19, 2016 ♦ Gather all pertinent background information ♦ Gather salary information and review job description Professional profile ♦ Develop position profile and advertisement January 3, 2017 Approve position ♦ City Council approves profile, job description, salary range, and January 9, 2017 profile hiring process Candidate recruitment ♦ Post position immediately upon approval of profile January 10- ♦ Comprehensively advertise February 7, 2017 ♦ Email and phone calls to prospective candidates Screening of applicants DDA will review and rank applicants based on job related criteria and February 8, 2017 select semifinalists Initial review process Each semifinalist will complete a questionnaire pertaining to their qualifications and experience. In addition, a work related personality February 17, 2017 index will be done on each candidate and Gary will talk with each can- didate about their interest and qualifications. Selection of finalists ♦ City Council reviews semifinalists and selects finalists for inter- views ♦ If a committee is used to conduct initial interviews, they would February 27, 2017 select the finalists ♦ DDA will notify candidates not selected as finalists Background check of all ♦ Includes: finalists selected for ♦ Criminal background: county, state, national interviews ♦ Sex offender registry March 14, 2017 ♦ Social Security number verification ♦ Employment and education verification ♦ Credit Check Reference check on all DDA will conduct reference checks with current and former employers March 14, 2017 finalists on all finalists Intellectual profile DDA will administer an intellectual profile measuring verbal reasoning, March 14, 2017 mathematical and logical reasoning, and overall mental aptitude Presentation of finalists DDA will present the Council information including: ♦ Summary of references ♦ Results of background checks March 17, 2017 ♦ Personality index reports ♦ Resumes, etc. Interviews DDA will prepare all interview materials and be present at all March 23 and 24, interviews and other functions. It is recommended that interviews be 2017 at a special meeting Decision City Council will select candidate for offer March 24, 2017 Offer and agreement DDA will negotiate agreement with selected person March 25, 2017 Projected start date New Administrator begins April 24, 2017 Follow up DDA will follow up periodically with the new Administrator April 2018 PROCESS DETAILS Step 1: Information Gathering DDA will meet individually with each Council member to gather information about City Administrator attributes, organizational goals, and other priorities. We will also facilitate a group meeting with the department heads to hear their input about candidate skills and abilities. At the same time, the job description will be reviewed, and we will gather relevant comparative salary information for consideration by the Council. Step 2: Development of Position Profile Based on the information received from the City Council, DDA will develop a professional position profile that is customized to present the City of Otsego in the most positive manner and provides prospective candidates with meaningful information. A draft will be presented to the City Council for consideration and approval prior to advertising. Step 3: Advertisement and Recruitment After Council approval of the profile, DDA will comprehensively advertise the position and make direct contact with possible candidates who are not active job seekers. Some of the places the position will be advertised include: League of Minnesota Cities, International City/County Management Associa- tion, Minnesota Association of City/County Managers, Association of Minnesota Counties, and munici- pal associations in Iowa, Wisconsin, North Dakota, and South Dakota. In addition, the posting will be shared with professional networks through Minnesota State University Mankato, Hamline University, and the University of Minnesota. Regular communication with candidates will occur throughout the process. The simple DDA online application process will be used unless the City prefers to use an ex- isting City methodology. Step 4: Initial Screening and Review DDA will complete a comprehensive analysis of every application received and determine semifinalists based on job related criteria. Each candidate will be assigned a questionnaire, they will complete a work related personality index, and Gary will conduct an initial phone consultation with the semifinalists. Their completed questionnaire and personality index, along with all application information, will be presented to the City Council prior to selection of finalists to be interviewed. At this point in the process, those not selected as finalists by the Council will be notified by DDA. City of Otsego: City Administrator Search Proposal Step S: Selection After the City Council selects finalists, DDA will complete comprehensive background screenings including criminal history, civil court history, verification of employment, verification of education, driver's license review, credit check, and other items. Along with background checking all finalists, Gary will personally check employment references on each person. In addition, DDA will administer an intellectual profile measuring verbal reasoning, mathematical and logical reasoning, and overall mental aptitude. Prior to the final interview, the City Council will receive a report including resumes, candidate questionnaire, background check results, reference information, a work personality report and intellectual profile on each person. Early in the search process, Gary will discuss possibilities for community involvement through a meet and greet event or other options and, if an event takes place, it will be coordinated with the final City Council interviews. Prior to interviews, Gary will prepare questions and then facilitate all interviews and other activities the City Council determines appropriate. Our goal is to make the process smooth and painless so the City Council can focus all its energy on finding the right person for the job. Step 6: Offer After interviews are complete, we will assist the City Council with deliberations and facilitate the offer to the selected candidate. We will negotiate the terms with the candidate based on the parameters established by the City Council. Step 7: Follow Up If requested, DDA will assist the new Administrator in establishing position priorities with the City Council. In addition, we will make periodic contact with the new Administrator for at least the first year of employment. City of Otsego: City Administrator Search Proposal LIST OF SEARCH CLIENTS FROM THE PAST TWO YEARS City of St. James, MN City of Motley, MN City of Lake City, MN City of Olivia, MN Rice County, MN Manager City Clerk/Treasurer Finance Director/Treasurer Finance Director Administrator City of Fergus Falls, MN Administrator City of Winona, MN Manager City of Willmar, MN Jackson County, MN Winona County, MN City of Winsted, MN City of Northfield, MN City of Cokato, MN Chippewa County, MN Administrator Coordinator Administrator Administrator Engineer/PW Director Clerk Family Services Director Three Rivers Community Action Executive Director City of Isanti, MN Finance Director Willmar Municipal Utilities General Manager Dodge County, MN Administrator City of Marshall, MN Administrator Pope County, MN Administrator City of Lake City, MN Administrator City of Montrose, MN Clerk/Treasurer City of Pequot Lakes, MN Administrator City of Little Falls, MN Administrator Steele County, MN Administrator City of Cokato, MN Administrator City of Howard Lake, MN Administrator City of Northfield, MN Administrator In addition to the specific references listed on the following page, the City of Otsego is encouraged to speak with any of the entities listed above. DDA is currently conducting searches for the Cities of Baxter and Willmar, Minnesota. FEES The fee for the search process is $16,000. This all-inclusive fee covers professional services and all expenses including travel, advertising, personality index, intellectual profile background checks on all finalists, etc. This proposal represents a full service City Administrator search option. Other less comprehensive options are available should the Council decide some of search components are not needed or can be performed by City employees. City of Otsego: City Administrator Search Proposal ASSURANCE If the newly hired Administrator leaves the organization within the first 24 months of employment, DDA will complete another search without professional service fees. Only actual expenses will be billed to the City. REFERENCES Greg Zylka Mayor, City of Little Falls Administrator Search Phone Number: 320-360-3584 Email: gzvlka@charter.net Mike Hartwell HR Director, City of Fergus Falls Administrator Search Phone Number: 218-332-5440 Email: mike.hartwelI@ci.fergus-falls.mn.us Steve Stotko Mayor, City of Winsted Administrator Search Phone Number: 320-485-2366 Email: stotko@winsted.mn.us Erica Zweifel Council Member, City of Northfield Administrator Search Phone Number: 507-663-7131 Email: ericazweifel@gmail.com Pete Zimmerman Mayor, City of Howard Lake Administrator Search, Organizational Planning Phone Number: 952-457-4503 Email: pzimmerman@ci.orono.mn.us Scott Rachels Council Member, Fergus Falls Administrator Search Phone Number: 218-770-9290 Email: scott.rachels@ci.fergus-falls.mn.us Steve Jacob Commissioner, Winona County Administrator Search Phone Number: 507-534-2554 Email: siacob co.winona.mn.us Galen Malecha Commissioner, Rice County Administrator Search Phone Number: 507-645-6041 Email: gmalecha@co.rice.mn.us City of Otsego: City Administrator Search Proposal Waters & Company, a Springsted Company 380 Jackson Street, Suite 300 St. Paul, MN 55101 Sharon Klumpp, Senior Vice President sklumpp aD,waters-company.com 651-223-3053 Proposal City of Otsego, MN Proposal to Provide Executive Recruitment Services November 8, 2016 Remittance Address 380 Jackson Street, Suite 300 Saint Paul, Minnesota 55101-2887 Y Y C I Waters & Company A Sptingsled Company Table of Contents LETTER OF TRANSMITTAL GENERAL INFORMATION .................................. II RESPONSE TO SCOPE OF WORK ...................... III PROPOSED COSTS .......................................... IV FIRM EXPERIENCE ........................................... V RECRUITMENT PROJECT TEAM ......................... SAMPLEBROCHURE .................................................. .............................. 3 .............................. 4 ............................10 ............................11 ............................14 .................APPENDIX Waters & Company 380 Jackson Street, Suite 300 W-v Waters & Company Saint Paul, MN 55101-2887 ` C I Tel: 651.223.3000 A Springsted Company Fax: 651.223.3002 www.waters-company.com LETTER OF TRANSMITTAL November 8, 2016 The Honorable Jessica Stockamp and Members of the Otsego City Council City of Otsego 13400 90th St NE Otsego, MN 55330 Re: Request for Proposal to Provide Executive Recruitment Services Dear Mayor Stockamp and City Council Members, We appreciate the opportunity to submit our proposal for executive recruitment services for the City of Otsego's next City Administrator. Our extensive experience in providing executive recruitment services to cities, counties and other public sector organizations, especially in Minnesota, will be beneficial for this recruitment and allow us to find the ideal candidate for the City of Otsego. As a result of previous Springsted engagements —a strategic planning facilitation session with the City Council in 2012 and the completion of a classification and compensation study last year —we are familiar with your growing city and very interested in assisting you with this search. We know that you have options for using other recruitment firms. However, we believe that our approach sets us apart from our competitors in the following unique ways: • Management/Leadership Style Assessment Analysis completed by the candidates to determine if a candidate's management style matches the approved management/leadership style profile for the ideal candidate; • Online, recorded video candidate interviews through a proprietary system will be made available to the City Council to assist in the selection process; Utilization of a proprietary online application system exclusively licensed to Waters & Company, a Springsted Company (W&C) to facilitate talent management. The system has been designed by W&C to customize applicant flow and tracking. It allows ease of communication with applicants and the ability to conduct database inquiries for candidates based on characteristics important to the City such as geographic location and specific experience, expertise and qualifications; and City of Otsego, MN November 8, 2016 Page 2 If selected as an option, our web -based survey can be used to determine the key community -wide issues and priorities that are essential considerations for the City and the selection committee to consider. This survey is completed by the City's employees, community leaders and citizens. The results of the survey will provide the City Council with important feedback for development of the profile for the ideal candidate. The proposal document will provide you the details about our approach, expertise, client references and pricing for this executive recruitment. If you have any questions, please contact me at 651-223-3053 or by email at sklumppkwaters-company.com. Our Team would consider it a professional privilege to provide these services to the City of Otsego. Respectfully submitted, Sharon Klumpp, Senior Vice Presiden Consultant sml City of Otsego, MN Proposal to Provide Executive Recruitment Services 1. General Information Waters & Company (W&C) merged with Springsted Incorporated in 2014, establishing one of the largest public sector executive recruitment and organizational management firms in the United States. Springsted Incorporated, the parent corporation, is a WBE. Three employee -owners lead the firms and their 70-member staff. Our corporate office is located in Saint Paul, Minnesota, with regional offices located in Dallas, Texas; Milwaukee, Wisconsin; Des Moines, Iowa; Kansas City, Missouri; Richmond, Virginia; and Denver, Colorado. W&C has a team of seven recruitment consultants available to meet your executive recruitment needs. Each consultant assigned to this recruitment has experience working with cities and the many different disciplines that comprise the City of Otsego organization. Our consultants bring an experienced, participatory and energetic perspective to each engagement; our unique approach and personal touch are reflected in our internal standard to provide outstanding services that exceed the City's expectations. Since 2011 our combined consultant team has conducted more than 468 executive recruitments. The W&C Recruitment Project Team will partner with the City Council and designated staff as your technical advisor to ensure that the recruitment process for your next City Administrator is conducted in a thorough and professional manner. Our objective is to generate high -quality candidates and assist you with the screening and evaluation of these candidates. We have structured the W&C Recruitment Project Team to draw upon W&C's and Springsted's 50-plus years of service to the public sector and to leverage W&C's experience and capacity to find the most qualified candidates. Physical Address Waters & Company, a Springsted Company 380 Jackson Street, Suite 300 St. Paul, Minnesota 55101 Office: 651-223-3000 Fax: 651-223-3002 Respectfully submitted, 6 Q L:�_ Rollie Waters, Executive Vice President Consultant W C I Waters & Company City of Otsego, MN. Proposal to Provide Executive Recruitment Services. �' A Sprgsted Company Task I: Recruitment Brochure Development and Advertising The development of a comprehensive recruitment brochure that includes a profile of the ideal candidate is an important first step in the recruitment process. This profile includes the required academic training, professional experience, leadership, management and personal characteristics related to the success of the candidate in the position of City Administrator. The recruitment brochure will also have a profile that captures the essence of the City as a highly -attractive venue for the successful candidate to live and work. To prepare the recruitment brochure, the Recruitment Project Team Leader will come on site to meet with the City Council and designated staff to discuss the required background, professional experience and management and leadership characteristics for your City Administrator position. We meet individually (or collectively depending upon your preference) with the City Council to broaden our understanding of the position's leadership and management requirements, current issues, strategic priorities and to identify expectations for the City Administrator. [See example of a recruitment brochure in Appendix 1.] The Recruitment Project Team will also work with the City of Otsego to develop an advertising and marketing strategy to notify potential candidates about the vacancy and conduct an open recruitment that encourages applications from a talented and diverse pool of candidates. Our Team will place ads in appropriate professional publications, websites and local print media, if required. We will also promote this recruitment on the Waters & Company Linkedln page. Additionally, W&C has a highly -accessed website that has a special location attracting many potential candidates to upload their resumes. The aggressive advertising and marketing campaign for top talent will include national, state, regional and local elements as determined during our initial meetings with the City's representatives. Our customized mailing list, selected from our extensive database and contacts collected at appropriate public sector conferences, will be utilized to further promote the position. Advertisements for the City Administrator position could be placed with: League of Minnesota Cities and neighboring state municipal associations Minnesota City/County Management Association International City/County Management Association Emerging Local Government Leaders Careers in Government (careersingovernment.com) National Forum of Black Public Administrators Hispanic Forum Project Milestone Deliverables Estimated Duration . Onsite interview with the City. • W&C will receive information regarding Position profile and recruitment the City's budgets, organizational charts, images, logos, etc. 2 Weeks brochure development. . Develop draft documents (Recruitment Brochure, Advertisement, Marketing Letter and Timeline). . Brochure sent to the City for final Approve brochure, commence approval. pp advertising and distribute marketing letter. • Commence advertising and distribution of 1 Week recruitment brochure. r �1 Waters & Company City of Otsego, MN. Proposal to Provide Executive Recruitment Services. B A Spdngsted Company Task II: Execution of Recruitment Strategy and Identification of Quality Candidates Utilizing the information developed in Task I, W&C will identify and reach out to individuals who will be outstanding candidates for the position of City Administrator. Often, well -qualified candidates are not actively seeking new employment and will not necessarily respond to an advertisement. However, if a potential candidate is presented with the opportunity directly and in the proper manner, he or she may apply. We take pride in our ability to locate highly qualified candidates across the nation based on the professional contacts and relationships we have developed and maintained over many years. These efforts will be supplemented by the creation of an appropriate database utilizing our extensive, interactive applicant database for the City Administrator position. This will provide the W&C Team with the ability to customize applicant flow and tracking, communication with applicants and conduct database inquiries for candidates based on characteristics important to the City such as geographic location, particular experience, expertise and credentials. During this part of the process the Recruitment Project Team will work with the City Council and designated staff to reach consensus on the leadership and management style for the ideal candidate. Our research will determine the key competencies, work values and leadership/management style for the position and match the candidates to each attribute. Each candidate submitting a resume is sent a timely acknowledgement by our Team, including an approximate schedule for the recruitment. Throughout the recruitment process, communications are maintained with each candidate regarding information about the recruitment progress and their status in the process. We take pride in the many complimentary comments made by candidates regarding the level of communication and the professional manner in which they are treated during our recruitments. Project Milestone Deliverables Estimated Duration . Online data collection and profile development. . Development of interactive searchable applicant database for recruitment of the City Administrator. Execution of recruitment strategy . W&C performs direct outreach to 4 Weeks and candidate outreach. prospective candidates identified in the recruitment strategy. • Utilization of extensive applicant database to identify applications and review applicant pool for competencies/demographics. Task III: Screening of Applicants and Recommendation of Semi -Finalists In Task III the Recruitment Project Team, under the direction of Sharon Klumpp, will screen the candidates against the criteria within the position and candidate profiles and develop a list of semi- finalists for recommendation to the City Council. The most promising applicants will receive a candidate essay questionnaire to complete that will provide additional information about the candidates' background and experience. We will then narrow the list to a group of 10-15 semifinalists for your review and to select finalists. Another unique aspect of our recruitment process is our use of online recorded interviews for the screening process. Responses are timed and questions are not provided in advance. This tool allows our Team to W , C I Waters 6 Company City of Otsego, MN. Proposal to Provide Executive Recruitment Services. N A Springsled Company develop a more comprehensive understanding of the candidate's ability to think "on their feet" as well as their personal and professional demeanor. This virtual interview can be scored by individual selection team members as well as the consulting team for later review and comparison. Our Team will provide an online link for the City Council allowing each member to review and rate the recorded responses. This provides the organization with an additional candidate assessment that can be customized to fit the unique needs of your City. Throughout the process, you will have access to our Master Applicant List (MAL), which will provide pertinent data for each applicant. Project Milestone Deliverables • W&C compares applications to the approved candidate profile developed in our searchable applicant database. • W&C develops customized candidate questionnaire & due diligence questionnaire to provide to applicants who most closely meet the candidate profile. • Top 10-15 candidates identified as semi-finalists. • Semi -Final Report is prepared, including the brochure, master applicant list, cover letter, Applicant screening and resume and completed questionnaire of recommendation of semi- candidates to be considered. finalists. • W&C and the City review and rate video interviews. • W&C sends links to City to review the aggregate responses and ratings. • Semi-finalists complete candidate management style assessment, responses are reviewed and interview questions are developed. • Recruitment Project Team Leader meets with the City Council to review recommended semi- finalists. City Council selects finalists for on -site interviews. Estimated Duration 2 Weeks Task IV: Conducting Background Checks, Reference Checks and Academic Verifications When the City Council approve of a group of finalists for on -site interviews, W&C will begin the process of conducting reference checks, background checks and academic verifications. A Confidential Reference Report is prepared for each finalist to complete our understanding of his/her management and leadership characteristics and professional work performance. For the background checks, W&C will develop information on the candidates in the following areas: • Consumer Credit • City/County Criminal City/County Civil Litigation • Judgment/Tax Lien • Motor Vehicle • Bankruptcy • State District Superior Court Criminal • State District Superior Court Civil Litigation • Federal District Criminal • Federal District Civil Litigation WAT, C I Waters & Company E' A Springsted Company City of Otsego, MN. Proposal to Provide Executive Recruitment Services. To ensure that our quality standards are maintained, we require a minimum of ten business days between the time that you select the finalists for on -site interviews and when we submit the candidate documentation for your final interview process. Project Milestone Deliverables I Estimated Duration . Finalists complete narrative of their two Finalists complete supplemental most significant professional 1 Week work products. achievements and a critical problem analysis. Design final process with City - W&C confirms interviews with candidates. Council for on -site interviews - Travel logistics are scheduled for the 1 - 2 Days with finalists. candidates. Background checks, reference - W&C completes background checks, checks and academic reference checks and academic 2 Weeks verification. verifications for finalists. Task V: Final Interview Process Upon completion of Task IV, we will work with you to develop the final interview process. We will provide documentation on each of the finalists which will provide the highlights of their professional experience and leadership/management profile (Gap Analysis) as well as a summary of the results of the reference checks, background checks and academic verifications. In addition, the Final Report will include guidelines for interviewing the candidates, suggested interview questions and a candidate assessment process for your interview panel(s). The Recruitment Project Team Leader will be available during the final interview process to answer questions about the candidates and, if requested, assist with the final evaluation of the candidates. In addition, if the City requests the service, we will assist you with the development of a compensation package and related employment considerations and assist with the negotiation of an employment agreement. Project Milestone Deliverables Estimated Duration - Final Report is prepared, including brochure, interview schedule, cover letter, resume, Final Report prepared and candidate questionnaire, two examples of candidates' most significant professional 1 Day delivered to City. achievements, suggested interview questions, candidate assessment form and management style probing questions. - Interviews are scheduled. On -site interviews with finalists. • Recruitment Project Team Leader attends client interviews and is available to participate 1 - 2 Days during deliberations of candidates. - If requested, W&C participates in candidate employment agreement negotiations. Offer made / accepted. - W&C notifies candidates of decision. 1 - 2 Days . W&C confirms final process close out items with the City of Otsego. WC I Waters & Company , A Springsted Compenq City of Otsego, MN. Proposal to Provide Executive Recruitment services. M Strategy for Recruitment of Diverse Candidates Our corporate core values and work environment reflect our broader social aspirations for a diverse workforce, equal opportunity and cross-cultural respect. We have established strong and credible networks with minority and female leaders nationwide. In addition, we are corporate members of the National Forum for Black Public Administrators (NFBPA) and the Hispanic Network and are on their National Corporate Advisory Council. We participate in their membership events on a regular basis. To that end, we take responsibility for diversity in our organization, our recruitment strategy and our candidate pools. In this recruitment, we will use our established networks to make direct and personal contacts with prospective minority and female candidates and encourage them to consider the City of Otsego's City Administrator position. Because of our performance record in presenting a diverse applicant pool, these prospective candidates know they will be fairly considered in the process. Waters & Company, a Springsted Company, is committed to ensuring equitable participation in our business and employment opportunities without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status or sexual orientation. As a leader in the executive recruitment industry, we take positive actions to prevent and to remedy any discriminatory effects of business and employment practices. Springsted Incorporated, our parent company, is a WBE. Y V & C I Waters & Company City of Otsego, MN. Proposal to Provide Executive Recruitment Services. A Springsted Company Timeline Below is an estimated Timeline for the executive recruitment process. You will be asked during the first on -site meeting to review and approve a Timeline for the recruitment project. It is our intent to conduct the recruitment expeditiously, but not at the expense of finding high -quality candidates for you. CITY OF OTSEGO, MN EXECUTIVE RECRUITMENT PRELIMINARY TIMELINE The following Timeline represents a preliminary schedule for your executive recruitment based on a commencement date of December 1, 2016. Actual target dates will be developed in consultation with and approved by the City Council, Project Milestone Deliverables Target Date W&C completes on -site interviews to develop candidate profile and recruitment brochure; the City approves ad placement schedule and timeline. Profile development, • W&C sends draft recruitment brochure to the City. December 1 — advertising and candidate • The City returns draft recruitment brochure (with January 23 outreach. edits) to W&C, . W&C commences executive recruitment advertising and marketing. . Online data collection and profile development. . W&C commences formal review of applications and sends most promising applicants a Candidate Questionnaire to provide additional information about background and experience. Candidates complete recorded interview online. . W&C completes formal review of applications and Applicant screening and sends selected resumes and questionnaire assessment and responses to the City for review. Also candidates' January 24 — recommendation of semi- recorded interviews are presented. February 8 finalists, . Semi-finalists complete candidate management style assessment and responses are reviewed and interview questions are developed. . W&C meets with the City and recommends semi- finalists; the City selects finalists for on -site interviews. Comprehensive background check and reference checks . W&C completes reference checks/background February 22 completed for finalists. checks/ academic verification on finalists. On -site Interviews with • W&C sends documentation for finalists to the City. Week of February 27 finalists. . The City conducts on -site interviews with finalists. Employment offer made / • The City extends employment offer to selected By March 13 accepted. candidate, W C I Waters & Company City of Otsego, MN. Proposal to Provide Executive Recruitment Services. 9 rj A Springsted Company Proposed Costs I The all-inclusive professional fee to conduct the recruitment is provided below and includes the cost of professional services by the Recruitment Project Team Leader, the project support staff and all project - related expenses such as advertising, preparation of the recruitment brochure, printing, candidate background, reference and academic verification checks and travel expenses for on -site visits. Travel expenses incurred by candidates for on -site interviews with the client are not the responsibility of W&C and are handled directly by the client organization. The all-inclusive professional fee will be billed in four installments: 30% of the fee will be billed at the beginning of the recruitment; 30% at the implementation of Phase I; 30% at the implementation of Phase lI; and 10% upon acceptance of an offer by the candidate. We are open to negotiate an alternative payment schedule if selected for this recruitment. All questions regarding the professional fees and project -related expenses should be directed to Sharon Klumpp, Senior Vice President at sklumppgwaters-company.com or via phone at 651-223-3053. PHASE DESCRIPTION OF PROFESSIONAL SERVICES FEES Task 1 — Candidate Profile Development/Advertising/Marketing Phase I (includes one day on site by Recruitment Project Team Leader) Task 2 — Identify Quality Candidates Task 3 — Screening of Applications and Submission of Recommended Semi -Finalists to Client (includes one Phase II day on site by the Recruitment Project Team Leader) Task 4 — Reference Checks, Background Checks and Academic Verifications Task 5 — Final Process/On-Site Interviews with Finalists Phase III (includes two days on site by Project Team Leader) Conclusion Acceptance of offer by candidate TOTAL ALL-INCLUSIVE PROFESSIONAL FEE $21, 500 OPTIONAL SERVICES FOR CONSIDERATION I FEES At the City's option, W&C will conduct a web -based survey to determine key community - wide issues and priorities that could be considered in the selection of a new City $1,650 Administrator. This survey is completed by community leaders, citizens, and City employees and would alter the project timeline. On rare occasions, W&C is asked to provide additional search services that are not included in this scope of service or to provide more than three on -site visits to the City. Additional work specifically requested by the City which is outside of the scope of $220 per hour this project will be invoiced at the hourly rate of $220 plus expenses. W&C will submit a plus expenses written explanation of the additional services to be provided and the estimated hours that will be required prior to commencing any additional services. CI Waters 6 Company A sprinosled Comply City of Otsego, MN. Proposal to Provide Executive Recruitment Services. t O Triple Guarantee Our Triple Guarantee is defined as: (1) A commitment to remain with the recruitment assignment until you have made an appointment for the fees and tasks quoted in this proposal. If you are unable to make a selection from the initial group of finalists, W&C will work to identify a supplemental group until you find a candidate to hire. (2) Your executive recruitment is guaranteed for 24 months against termination or resignation for any reason. The replacement recruitment will be repeated with no additional professional fee, but only for project -related expenses. Candidates appointed from within your organization do not qualify for this guarantee. This guarantee is subject to further limitations and restrictions of your state laws. (3) W&C will not directly solicit any candidates selected under this contract for any other position while the candidate is employed with your organization. IV. Firm Experience References City of Hutchinson, Minnesota Mr. Marc Sebora, City Attorney 320-587-5151 msebora@ci.hutchinson.mn.us Project. Selection of City Administrator (2014) City of Elk River, Minnesota (2011) Honorable John Dietz, Mayor 763-441-2210 shortshotsl7@aol.com Project. Selection of City Administrator (2011) City of Big Lake, Minnesota The Honorable Raeanne Danielowski, Mayor 763-263-3801 cook113@aol.com Project; Selection of City Administrator (2015) City of Cottage Grove, Minnesota The Honorable Myron Bailey, Mayor 651-459-4734 myronbailey@aol.com Project Selection of City Manager (2015) City of Shakopee, Minnesota Mr. William H. Reynolds, City Administrator 952-233-9311 beynolds@shakopeemn.gov Project. Selection of City Administrator (2015) Experience The following is a partial list of previous Executive Recruitments: List of Relevant Executive Recruitments: Client 2011 to Present State Recruitment Population Year 2011 Altus OK City Administrator 19,591 2011 Ashland OR Assistant City Administrator 20,713 2011 Carrboro NC Town Manager 20,433 2011 Christiansburg VA Town Manager 21,041 2011 Decorah IA City Administrator 8,172 2011 Dumfries VA Town Manager 4,937 2011 Elk River MN City Administrator 23,447 2011 Fredericksburg TX City Mgr 10,829 2011 Gardner KS City Administrator 20,473 VI C I Waters & Company r3 A Spnngsled Company City of Otsego, MN. Proposal to Provide Executive Recruitment Services. 11 List of Relevant Executive Recruitments: Client 2011 to Present State Recruitment Population Year 2011 Grain Valley KS City Administrator 13,125 2011 Manassas VA City Manager 41,705 2011 Mesa AZ Deputy City Manager 457,587 2011 Osceola WI Village Administrator 2,421 2011 Petersburg VA City Manager 33,740 2011 Sachse TX City Manager 22,026 2011 Salisbury NC City Manager 33,604 2011 Socorro TX City Manager 32,517 2011 St. Anthony MN City Administrator 8,583 2011 Virginia Beach VA Deputy City Manager 448,479 2011 Willmar MN City Administrator 19,680 2012 Albertville MN City Administrator 7,230 2012 Brainerd MN City Administrator 13,487 2012 Charlotte NC City Manager 792,862 2012 Eau Claire WI City Manager 61,704 2012 Exmore VA Town Manager 1,458 2012 Fairview TX Town Manager 8,148 2012 Martinsville VA City Manager 15,416 2012 Morehead City NC City Manager 9,203 2012 Ocean City MD Town Manager 7,092 2012 Rockville MD City Manager 47,388 2012 Scandia MN City Administrator 3,936 2012 Sun Prairie WI City Administrator 29,364 2012 Thief River Falls MN City Administrator 8,661 2012 Winchester VA City Manager 27,216 2012 Windsor Heights IA City Administrator 4,860 2013 Alexandria MN City Administrator 11,580 2013 Bayport MN City Administrator 3,496 2013 Bellevue WI Village Administrator 14,570 2013 Burnsville MN City Manager 61,434 2013 Clinton NC City Manager 8,676 2013 East Grand Forks MN City Administrator 8,602 2013 International Falls MN City Administrator 6,357 2013 Irving TX City Manager 228,653 2013 Justin TX City Manager 3,333 2013 Manassas VA Director of Finance and Admin 41,705 2013 Montgomery MN City Administrator 2,933 2013 Moose Lake MN City Administrator 2,787 2013 Muskegon MI City Manager 37,213 2013 Newport News VA City Manager 179,611 2013 Norwood Young America MN City Administrator 3,583 2013 Raleigh NC City Manager 423,179 2013 Sherburn MN City Administrator 1,128 2013 Watertown MN City Administrator 4,239 2013 West Saint Paul MN City Manager 19,708 2014 Atlantic Beach FL City Manager 12,864 2014 Bloomington MN City Manager 86,319 2614 Boone NC Town Manager 17,774 2014 Cape Charles VA Town Manager 990 I Waters 6 Company � City of Otsego, MN. Proposal to Provide Executive Recruitment Services. 12 A Spnngsled Company List of Client 2011 to Present State Recruitment Population Year 2014 Castle Rock CO Town Manager 53,063 2014 Eustis FL City Manager 19,214 2014 Hutchinson MN City Administrator 13,871 2014 Irving TX City Manager 225,427 2014 Lakeville MN City Administrator 58,562 2014 Lexington VA City Manager 6,998 2014 Midlothian TX City Manager 19,891 2014 Narberth Borough PA Borough Manager 4,295 2014 Novi MI City Manager 123,099 2014 Oakdale MN City Administrator 27,780 2014 Springfield MN City Manager 2,114 2014 Township of Lower Merion PA Township Manager 59,850 2015 Bemidji MN City Manager 14,435 2015 Big Lake MN City Administrator 10,298 2015 Brooklyn Park MN City Manager 78,373 2015 Coon Rapids MN City Manager 62,103 2015 Cottage Grove MN City Manager 35,399 2015 Davidson NC Town Manager 11,750 2015 Diboll TX City Manager 5,323 2015 Fairfield County SC County Administrator 23,109 2015 Golden Valley MN City Manager 20,845 2015 Grand Junction CO City Manager 59,778 2015 Kingsville TX City Manager 26,312 2015 Manassas VA Deputy City Manager 41,705 2015 Monument CO Town Manager 5,817 2015 Sachse TX City Manager 22,026 2015 Scandia MN City Administrator 3,936 2015 Shakopee MN City Administrator 39,167 2015 Socorro TX City Manager 32,517 2015 Virginia Beach VA City Manager 448,479 2015 Warrenton VA Town Manager 9,862 2015 West Jordan UT City Manager 110,077 2015 Westminster CO City Manager 109,169 2015 Williamsburg VA City Manager 15,206 2016 Cary NC Town Manager 151,088 2016 Charter Township of Kalamazoo MI Township Manager 20,918 2016 Christiansburg VA Town Manager 21,533 2016 Circle Pines MN City Administrator 4,953 2016 Commerce TX City Manager 8,276 2016 Crested Butte CO Town Manager 1,519 2016 Deerfield Beach FL Assistant City Manager 78,041 2016 Fredericksburg VA City Manager 28,132 2016 Greensboro NC Assistant City Manager 279,639 2016 Hayden CO Town Manager 1,801 2016 Mankato MN Deputy City Manager 40,641 2016 Medford OR City Manager 77,677 2016 Moorhead MN City Manager 39,398 2016 Moose Lake MN City Administrator 2,787 2016 Norwalk IA City Manager 9,639 W& C I Waters & Company City of Otsego, MN. Proposal to Provide Executive Recruitment Services. 13 A springsted Compaiy List of Relevant Executive Recruitments: Client 2011 to Present State Recruitment Population Year 2016 Roswell NM City Manager 48,611 2016 Shakopee MN Assistant City Administrator 39,167 2016 Virginia MN City Administrator 8,661 2016 Warsaw VA Town Manager 1,498 2016 Wayzata MN City Manager 4,217 2016 Williamsburg VA Assistant City Manager 15,206 In Progress Brooklyn Center MN Deputy City Manager 30,712 In Progress Denton TX City Manager 123,099 In Progress Dumfries VA Town Manager 5,168 In Progress El Dorado KS City Manager 12,852 In Progress Jersey Village TX City Manager 7,862 In Progress Littleton CO City Manager 44,275 In Progress Mooresville NC Town Manager 34,887 In Progress North Branch MN City Administrator 10,087 V. Recruitment Project Team Mr. Rollie Waters, Executive Vice President Direct Phone: (214) 466-2424 Email: rwaters A waters-company.com Recruitment Project Team Leader Ms. Sharon Klumpp, Senior Vice President Direct Phone: (651) 223-3053 Email: sklumppC&_waters-company Ms. Sara Haselbauer, HR Analyst Direct Phone: (651) 223-3006 Email: shaselbauer@waters-company.com W&C I Waters & Company City of Otsego, MN. Proposal to Provide Executive Recruitment Services. 1 A Springsted Company Rollie Waters Executive Vice President Rollie Waters is an Executive Vice President with Waters & Company, A Springsted Company. Since 1976, Rollie has been a management consultant to private and public sector clients. He has consulted with national and international clients in the area of HR Management system design and strategic management. He has given various lectures and seminars for organizations in the areas of compensation as it relates to performance management. He is viewed on a national level as one of the foremost authorities in succession planning and performance management system design for the public sector. He has spoken before such organizations as the International City/County Managers Association, American Management Association, The Alliance for innovation, Southern Methodist University, the University of Maryland, National Forum of Black Public Administrators, California Institute of Technology, the Texas Municipal League (TML), the International Personnel Management Association (IPMA-HR), several international companies in Great Britain, and various other U.S. public and private sector agencies and organizations. Rollie has been actively involved in the development of competency -based knowledge selection and development tools over the past twenty years. He has been instrumental in ensuring the proprietary profiles that he has designed attract the right candidates that fit the organization's needs. In addition, Rollie's extensive knowledge of performance management solidifies matching the management style most compatible with the organization's success. His research on succession planning has led him and his team to be able to help shape the future of organizations through their executive recruitment activities. Rollie has been widely published in national journals and magazines focusing on human resource challenges. His publications include a research article in the Public Personnel Management Journal titled "The Impact of Behavioral Traits on Performance Appraisal." Prior to founding W&C, Rollie held an executive position with Dun & Bradstreet Co., Inc., and a management position with Owens Corning Fiberglass. Areas of Expertise • Executive Recruitment • Web -Based Compensation Support • Management Development • Competency -based Systems and Development Systems Professional Accomplishments and Education • Organizational Strategy • Mentoring Programs • Performance Management • Succession Planning Rollie is a member of Mensa, a Strategic Partner with the International City/County Managers Association, International Management Consultants and Alliance for Innovation, a member of the National Corporation Advisory Council of the National Forum for Black Public Administrators, and numerous other professional groups. He has also appeared in several professional directories such as Who's Who in the World, Who's Who in Finance and History, and many others. Rollie has an extensive background in the behavioral sciences and strategic planning. He received his MBA at Pepperdine University and his Bachelor of Science degree in Psychology from the University of South Carolina. In addition, he is a Certified Management Consultant (CMC); CMC is a certification mark awarded by the Institute of Management Consultants USA and represents evidence of the highest standards in consulting and adherence to the ethical canons of the profession. VY V � c I Waters & Company :. j A Springsted Company City of Otsego, MN. Proposal to Provide Executive Recruitment Services. M Sharon G. Klumpp Senior Vice President and Consultant Sharon Klumpp is a Senior Vice President and Consultant with Waters & Company, a Springsted Company. Sharon has extensive experience specializing in organizational and departmental studies, human resource management, and executive search for public agencies. She also assists governing bodies and senior -level managers in the development, execution and evaluation of strategic plans. Sharon has extensive experience in serving government. She has served as Executive Director of the Metropolitan Council, a seven -county regional planning agency for the Minneapolis -Saint Paul metropolitan area, and as Associate Executive Director for the League of Minnesota Cities. Her experience also includes serving as City Administrator in Oakdale, Minnesota and as Assistant City Manager in both St. Louis Park, Minnesota and Saginaw, Michigan. Her private sector experience includes serving as the chief administrative officer for the Minneapolis office of a major global engineering and design firm. Sharon also served as an adjunct instructor at Walden University, where she taught public administration and organizational change in the University's School of Management. She served two terms on the Ramsey County Charter Commission and was chair for two years. Professional Accomplishments and Education Education University of Kansas, Lawrence, Kansas Masters of Public Administration Miami University, Oxford, Ohio Bachelor of Arts in Political Science Affiliations International City/County Management Association International Public Management Association for Human Resources W& C I Waters & Company VI A Springsted company City of Otsego, MN. Proposal to Provide Executive Recruitment Services. H Sara Haselbauer, J.D. ILR Analyst Sara Haselbauer is a Human Resources Analyst with Waters & Company, a Springsted Company. Sara started as an Administrative Assistant to Springsted's Project Management team in 2007. In August 2009, Sara left Springsted to attend law school before returning in November 2014 as an independent contractor. Sara rejoined W&C in January 2015 as a Human Resources Analyst with the Organizational Management and Human Resources Team, providing support and assistance for executive search and organizational management projects. Her duties include conducting research and working with clients and candidates throughout all phases of a project and/or executive search and recruitment. Education University of North Dakota School of Law, Grand Forks, North Dakota Juris Doctor Certificate in Indian Law University of St. Thomas, St. Paul, Minnesota Bachelor of Arts in Sociology and Art History Y V C I Waters & Company City of Otsego, MN. Proposal to Provide Executive Recruitment Services. 1 A Springsted Company APPENDIX I Sample Brochure Shakopee City of Shakopee 1 129 Holmes St. S., Shakopee MN 55379 1(952) 233-93001 www.ShakopeeMN.gov M i 'r_ i n e s ota j� T I Waters & Company �1�I Executive Recruitment A Springsted Company City Administrator The City of Shakopee, Minnesota, seeks a vibrant and energetic leader with experience in managing growing communities to serve as the next City Administrator. Find MM You Steeped in rich history, the City of Shakopee, Minnesota, is a vibrant and thriving community located in the southwest quadrant of the Minneapolis -Saint Paul metropolitan area along the lower Minnesota River Valley. First established as a trading post, today Shakopee is the county seat of Scott County with a population of 39,167 residents, a 90-percent increase since 2000. Highway 169 runs through the center of the city connecting Shakopee with I-494. Shakopee is located 21 miles from the Minneapolis - Saint Paul International Airport, 24 miles from downtown Minneapolis and 30 miles from downtown Saint Paul. Shakopee and its surrounding area are home to major attractions including Valleyfair Amusement Park, the Minnesota Renaissance Festival and Canterbury Park; Mystic Lake Hotel and Casino is minutes away. Shakopee is also home to major businesses including Shutterfly, Oracle, Seagate, St. Francis RMS (health care) and Imagine Print Solutions. With more than 900 acres reserved for parks and recreation, Shakopee offers an outstanding quality of life to those who live and work within the City. The Landing — Minnesota River Heritage Park, formerly Historic Murphy's Landing, is a renown 88- acre living history museum depicting life in the Lower Minnesota River Valley from the 1840s-1890s with authentic 19th-century buildings, demonstrations and a scenic river trail and overlook. Shakopee is also home to Scott County Historical Society's Stans Museum and the River Valley Theatre Company. Shakopee School District serves more than 7,600 students in Shakopee, Prior Lake and Savage in addition to a few neighboring townships. The district has five elementary schools, one sixth -grade center, two junior high schools and one high school, making it one of the fastest growing districts in the Twin Cities suburbs. The community is also served by the Shakopee Area Catholic Schools and other private schools. v) 9TION 13I • The City of Shakopee is organized as a "Plan A" city under Minnesota statutes; it operates on a weak Mayor -Council plan with an elected Mayor and four City Council members. The Mayor serves a two-year term and Council members serve overlapping four- year terms. City elections are held in odd numbered years during the general election in November. The City Council exercises the ultimate legislative and administrative authority. The City has a 2015 general fund budget of $23 million and an authorized complement of 178 full-time equivalent employees. Approximately 45 percent of the City workforce is represented by three collective bargaining units. The municipal government is organized into seven departments: Administration, Community Development, Finance and City Clerk, Public Works, Parks and Recreation, Police and Fire. Water and electric utilities are operated by the Shakopee Public Utilities Commission. 2015 General Fund Budget The City Administrator is appointed by and serves at the pleasure of the City Council as the City's chief administrative officer. The position is responsible for leading, directing and coordinating the overall operation and administration of the City organization in accordance with policies established and resources allocated by a majority vote of the City Council. Major functions include: • Lead and direct the City's management team to ensure the effective and efficient delivery of municipal services and implementation of adopted policies and ordinances. • Monitor all departments to ensure compliance with policies, procedures, laws, ordinances and regulations. • Prepare and recommend adoption of the City's annual operating budget, capital improvement program and enterprise funds; monitor and control expenditures within approved limits. . Prepare agendas, memos and supporting information for City Council meetings. • Evaluate City's processes and services; developing options for improving or matching services to community needs. • Supervise the Assistant City Administrator, all Department Heads, the Economic Development Coordinator, Management Analyst and Administrative Assistant. • Facilitate collaborative efforts with other municipal, county and regional organizations to ensure maximum efficiencies. • Provide timely information to support them in their roles as elected officials. Getting to know the community. From the City Council and City staff to community leaders and intergovernmental partners, the City Administrator will devote time to getting to know the people who live and work in Shakopee and developing an understanding of their interests, concerns and aspirations. Recognizing that Shakopee's rapid growth has contributed to its diversity, the City Administrator will reach out to diverse groups to build relationships and continue the City's reputation as a "welcoming community." Managing the transition. The City Administrator will provide leadership in a time of transition, helping the City set and stay focused on shared priorities. Establishing trust and credibility with the City Council and staff, listening and communicating information and managing expectations will be important aspects of this transition. Growth and economic development. Shakopee has witnessed rapid growth over the last 15 years; development is projected to continue but at a moderate pace. The City Administrator will be involved in annexation along Highway 169 on the CiWs west end to accommodate future economic development. The City Administrator will also play a role in supporting continued downtown development. Community amenities and services. As communities grow, it is important to evaluate the adequacy of community amenities and services. The City recently commissioned a community survey to provide feedback on municipal facilities and services and how to fund desired improvements. The City Administrator will work with the City Council, staff and others to address community amenities and service needs identified in the survey. Organizational management. A study is underway to consider modifications to the current organizational structure, which will increase efficiencies and enhance integration of municipal services. The City Administrator will explore study recommendations and develop plans to implement the study. Building the team. The City Administrator will have the opportunity to hue new members of the management team. The Finance Director position will be open as a result of an announced retirement; other key staff retirements are anticipated within the next couple of years. In addition to hiring staff, succession planning will be important to develop employees for future roles in the organization and to ensure continuity of critical city services. Collaborative partnerships. The City of Shakopee participates as a member of the Scott County Association for Leadership and Efficiency (SCALE) and has been active in a variety of collaborative partnerships. In addition, the City has a long-standing collaborative relationship with the School District and has worked in partnership with the Mdewakanton Sioux Community. The City Administrator will cultivate collaborative partnerships and explore shared services that are in the best interest of the City. • Vibrant, forward looking, energetic leader with a strong personality and a positive, "can -do" attitude. • Appreciates Shakopee's history and at the same time embraces its growth and potential. • Builds an effective working relationship with the City Council; earns the City Council's trust and respect by providing timely, objective and impartial research, options and recommendations. • Keeps the City Council regularly informed of projects, accomplishments, challenges and opportunities; engages the City Council and helps Council members find common ground without taking sides. • Demonstrates the highest level of ethics in all actions; is transparent and consist and respects other points of view. • Sets an organizational tone that is proactive, deliberate and open to exploring new ideas; creates a culture that values customer service, initiative and continuous improvement. • Exercises sound judgment; makes and communicates decisions in a timely manner. • Empowers department directors to maximize their potential; delegates with trust and confidence and holds directors accountable for department performance. • Maintains an awareness of department operations and understands when to get involved. • Engages employees at all levels of the organization and recognizes their contributions; encourages and supports employee training and development. • Welcomes diversity and cultivates inclusivity; seeks opportunities to be active in the community. • Communicates effectively to a variety of audiences; conveys information in a clear and straightforward manner. Master's degree in public administration, business administration or a related field and seven years of increasingly responsible local government experience, with at least four years of experience at the department head level of a larger or similarly -sized organization or as an administrator/manager of a smaller or similarly -sized governmental organization. Equivalent combination of education and experience will be considered. The ideal candidate will have experience managing the dynamics of a growing community, defining organizational roles and responsibilities and helping the governing body identify and establish shared priorities and future directions. Must have experience in finance, budgeting and intergovernmental relationships. Excellent communications, interpersonal and relationship -building skills required. Salary up to $140,000, depending upon experience and qualifications. Comprehensive benefits package available. Relocation negotiable. Qualified candidates, please submit your cover letter and resume online by visiting our website at htq2s://waWrs-comJ2aUY- recruitmenthome.com/. This position is open until filled; however, interested applicants are strongly encouraged to apply no later than March 18, 2015. Following this date, applications will be screened against criteria outlined in this brochure. On -site interviews will be offered to those candidates named as finalists, with reference checks, background records checks, including credit history, and academic and employment verifications conducted after receiving candidates' permission. For more information please contact Sharon Klumpp at sklumpp@waters-company.com or by calling W C I Waters &Company Executive Recruitment 651.223.3053 (office) or 651.270.6856 (mobile). A Springsted Company The City of Shakopee is an Equal Opportunity Employer. City of Otsego City Administrator Search A proposal for the purpose of assisting the City of Otsego in the recruitment and hiring of their City Administrator. Submitted by: Dr. Richard Fursman Brimeyer Fursman Organization Development and Leadership 1666 Village Trail E, Suite 71 Maplewood, MN 551091 651.338.2533 1 richardfursman@gmail.com r D TO BE A AND &ATEDESS Table Cover Letter 2 Introduction 3 Firm Experience 3 Approach and Services Overview and Firm Philosophy 4 Detailed Plan of Action Steps and Services Provided 5 Organization Review 6 "Mini" Culture Audit 6 Position Profile Development 6 Recruiting Plan 7 Progress Report 8 Interview Process 9 Onboarding and Follow up 10 Tenure of Hires 10 Principles Ass i ned to Your Search 11 Guarantee 12 Sample Time Table 12 Fees and Expenses 13-14 Payment Policy and Signature Page 14 References 15 City of Otsego (City Administrator) Page 1 Brimeyer fursmon EXeculive seoich I Slrolegies November 8, 2016 Adam Flaherty Finance Director City of Otsego 13400 - 90th Street NE Otsego, MN 55330 RE; Proposal for City Administrator Executive Search Dear Mayor Stockamp and Councilmembers Darkenwald, Heidner, Warehime, and Schroeder: On behalf of our team at Brimeyer Fursman, LLC, I would like to extend our appreciation for the invitation to submit a proposal to assist you in the recruitment and selection of your next City Administrator. Picking the City's Administrator is one of the most important functions you will undertake together. We trust our process, experience, and commitment to you will result in the highest quality and best possible search. I will be assuming responsibility for the search as president of the firm with 20 years of senior/city management experience in local government and 7 years of executive search experience. Company Vice President, Irina Fursman, will be assisting with the search with over 7 years of search experience and extensive work in facilitation. Our team has conducted over 120 executive searches for administrative positions throughout the Midwest. We will work closely with you to understand your needs and organization culture so the individuals recruited have the qualities and skills to be successful. Included with this Letter of Interest are biographies, a select clients list, and an estimated timeframe to complete the project and estimated expenses for the project and other material requested. We are proud of our relationship with Minnesota Communities and Organizations and would very much enjoy reengaging with you on this vital recruitment. Thank you again for your consideration. Very truly yours, Dr. Richard Fursman Ed. D. President 1666 Village Trail East Suite 7 Maplewood, MN55to9 For additional information about Brimeyer Fursman, please visit www.brimgroun.com City of Otsego (City Administrator) Page 2 Introduction Statement of City of Otsego is reviewing options in preparation for the hiring Understanding of a City Administrator. It will be the responsibility of the consultant to manage expectations, provide expert guidance, and take careful note of the information provided through the Mayor, individual council members, and the organization as a whole. Firm Experience Founded by Jim Brimeyer in 1991, Brimeyer Fursman, LLC is Brief history headquartered in the Twin Cities of Minnesota. Current company president, Dr. Richard Fursman and Irina Fursman have Founded 1991 undertaken scores of executive search projects in Minnesota, Iowa, Wisconsin, Nebraska, Alaska and South Dakota. During those searches they successfully implemented recruitment strategies, demonstrating expertise in candidate assessment and the development of a selection process that addresses the needs of the organization and the entire community. Richard has completed over 100 management searches in the Midwest. Partnering with Irina, they have assisted over 200 organizations in other Organization Development efforts. Combined with Jim, the firm has conducted over 500 searches. Brimeyer Fursman, LLC is now the industry leader in the process of "Onboarding" or preparing the Organization and new hire for transition, to ensure the best possible start. We take great care of our client's needs and concerns not only as the process unfolds, but also through the new City Administrator's entry and transition. Current Engagements The firm is currently engaged in phase 2 with the City of Clinton, Iowa and phase 3 with the City of Nevada, Iowa for the recruitment of their City Administrator. We have just completed a City Administrator search with the City of Rosemount, MN, and phases 1 and 2 for a City Administrator with the City of Okoboji, Iowa. Similar Searches Some of the more recent executive level searches include the 2011-2016 cities of Bloomington, Maple Plain, Granite Falls, Sandstone, Detroit Lakes, Eagan, St. Louis Park, Stillwater, Victoria, Vadnais Heights, Apple Valley, Woodbury, St. Cloud, Minnetonka City Attorney, Three Rivers Park District General Counsel, Hopkins, Worthington Minnesota; Waverly, Oelwein, Ottumwa, Sioux City, and Centerville, Iowa; New Richmond and Kimberly, Wisconsin; Petersburg and Haines Alaska, and Farmington, New Mexico. City of Otsego (City Administrator) Page 3 Approach and Services Overview Search Approach Our approach to executive search promotes maximum input from the Mayor, Council, and staff in the search process. We help guide the process, but you are 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 Mayor and Council, we will provide periodic updates to keep you informed of our progress. Brimeyer Fursman is committed to accurately portraying all candidates to the City. Likewise, we strive to accurately represent the position to candidates to prevent unrealistic expectations. Scope of Services Phase I Meet individually with the Mayor, Council, Organization Department Heads, Develop Summary (Executive PositionAssessment and and present Search) Develop Position Profile Phase II • Place announcements Recruitment of . Direct recruiting program Best Candidates . Collect and review resumes • Interview semi-finalists/Screen and evaluate • Prepare and present progress report • Assist Mayor/Council with the selection of top 5 candidates for interviews Personalitv/Management Profile Phase III • Coordinate candidates' interviews Interview • Prepare schedule, questions, review sheets Preparations and . Monitor interviews, facilitate candidate Event review session • Develop compensation package • Assist with negotiations • Reference checks - credential verification — credit report — criminal and civil records checks Optional Services Phase IV • Onboarding: Socialization process to assist Onboarding new and existing leadership with the transition to a new City Administrator. Follow-up • 6 months following the start, we assist in conducting a review. City of Otsego (City Administrator) Page 4 Detailed Plan of Action Steps and Services Provided by Brimeyer Fursman, LLC Each search process begins with a careful assessment of the Phase I current state of the organization in relationship to the City Organization Assessment Administrator Position. This evaluation is used when the position profile is established to ensure applicants are screened according to the needs and established norms of the organization. You will be asked how much if any, change in direction is hoped for with the new City Administrator. Candidates are screened for fit and capacity according to your requirements discovered during the process. Assessment areas typically include organizational procedures, structure, systems and policies, culture, staff capacity, leadership and management philosophy, and previous experiences. Four methods may be used to gather information for assessment: Employee & Citizen Engagement 1. Interviews 2. Focus Groups 3. Questionnaires 4. Review of artifacts Engaging as many stakeholders as possible in this first step of the process will provide an impetus for change needed and prepare the organization for the transition in leadership. Members of our team have extensive training through the Institute of Cultural Affairs on facilitating community discussions. A critical success factor of the search is identifying community priorities and the environment in which the City Administrator must function. We encourage meetings with citizens to further assess the climate of the community with the use offorums and individual interviews. City of Otsego (City Administrator) Page 5 Establishing and A successful search has a thorough definition and agreement by Evaluating Expectations the Council on each aspect of the position. During this initial phase, our consultants will meet collectively and individually with the Mayor, Council Members, 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. We will carefully review your expectations and provide industry tested feedback. We will discuss pay expectations, the available talent pool, organization fit, and others that come up during the profile formation. Organizational Review An organizational review and City Administrator search should be Coordinated with City a coordinated process whose elements happen together. The Administrator Search information from the organizational review /assessment is essential for the successful recruitment of the new City Administrator. The same analysis becomes the foundation for a plan of action for the new City Administrator once they start. "Mini" Culture Audit "Mini" Culture Audit: Our highly credentialed and experienced Organization Development professionals understand that when a CEO or Administrator leaves, there is often heightened anxiety and work interruptions as people adjust. The areas impacting behavior are communication & expectations, environment, time, and group relations (power issues). The mini culture audit is used to help determine how to best recruit candidates for fit to create a positive work environment. Position Profile — We will pay considerable attention to establishing organizational Recruiting Platform 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. ra. After drafting the Profile, we will meet with the Mayor and _ Council as a group to discuss the critical specifications of the position. A great deal of emphasis placed on the agreement of ro this analysis. Without this information, it is difficult to determine how potential candidates will affect the Organization's plans and organizational team. The final Position Profile, after approval by the Council, becomes the document against which we evaluate prospective candidates. City of Otsego (City Administrator) Page 6 PHASE II The Position Profile serves as the primary recruitment tool as a Develop and means of identifying the scope of the position and highlighting the Implement an unique characteristics and qualities of Otsego. Once the Profile is Approved Recruitment approved, we will prepare and conduct a comprehensive program Plan to contact candidates and determine sources of candidates. Place Announcements Recruit Candidates Recruitment Ads ICMA Gov't Jobs Linker! -IN Brimgroup Web Page League of Minnesota Cities Neighboring Leagues 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 Fursman web site with a link to the City of Otsego official web site. We will utilize our local, regional, and national contacts to identify potential candidates. We will identify comparable organizations where key individuals will be contacted. Often times we are able to identify candidates from similar assignments who may be appropriate for the position. Sometimes the most qualified candidates are often not in the job market and do not respond to traditional advertising: therefore, we will directly recruit specific individuals with established patterns of talent, stability, and success through direct visits, calls, and mailings. Accept and Acknowledge Brimeyer Fursman will take responsibility for accepting and Applications collecting applications and acknowledgments. We will maintain transparency and provide continual updates to the city and candidates as each step in the process proceeds. We take great care to treat all candidates with the greatest respect on behalf of the firm and City of Otsego. Review Resumes and Screen Candidates V OF 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 the management style that most closely reflects the needs of the organization. City of Otsego (City Administrator) Page 7 Assessment Tools We use a variety of techniques to "discover" the candidates who Cover letter & resume review will have the greatest chance of success. Research shows that Short essays on topics related past performance is the greatest indicator of future success. We to the position spend a great deal of time reviewing the accomplishments and Writing sample Summary of accomplishments lessons learned on mistakes with each candidate. Additionally, Insights management profile we profile management styles and capabilities of each candidate One-on-one interviews through testing and interviews. 360 Degree Reference Review Full Credit Report l9h1Brimeyer Fursman is authorized to Credential Check r Discover5 administer the Insights Discovery Criminal Check Personal Profile f Personality Profile System. The results will cover motivation and behavior patterns, management strategies, identification and management of conflict areas. The Council will gain insights into the strengths, management style, and key communication styles for each finalist candidate. Progress Report Once interviews are complete, we will select the most qualified TOP 10-12 individuals to present to the Council. We will prepare a Progress Report that will provide information on 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 • Skills and performance history related to the position • Personality and decision making profile We will deliver this report and personally review it with the Council. Five or six candidates will be selected for further consideration based on the review. We will propose a schedule for interviewing the candidates and discuss the compensation expectations of the Council once the finalists are selected. City of Otsego (City Administrator) Page 8 PHASE III Coordinate and Conduct Final Interviews Reference and Credential Checks Final Interview and Selection Process 360 Review: 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' j ob performance. We will verify the finalist candidates' credentials through educational, criminal, and credit checks. • Resumes, cover letters, and reference reports will be provided on each candidate prior to the interview. • We will also provide the 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 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 two days depending upon the desire of the Council. • A consultant will be present at each interview. Before the interview process begins, we will review all protocols and also discuss the motivational forces guiding your Council/Panel Interview interpretation of candidates. This is especially strong at the Preparation unconscious level with biases in the interview process, including: • Leniency/Strictness Bias • Halo Effect • Horns Effect • Similarity Effect • Appraiser Biases • Primacy Effect • Contrast Effect Selection After the interviews, we will meet with the Mayor and Council to review the candidates using an ORID (Objective, Reflective, Interpretive, and Decisional) evaluation tool to assist in determining the top candidate. The consultant will assist in this process to the extent requested by the Council. We take responsibility for noting all unsuccessful candidates each time the candidate pool is narrowed down. City of Otsego (City Administrator) Page 9 Negotiating Compensation Brimeyer Fursman, will take great care that the City of Otsego Package secures acceptance from the most desired individual. We 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. We will negotiate the terms and conditions of employment and prepare a Letter of Agreement on behalf of the City of Otsego with the selected candidate. Additional Support If requested by the City, Brimeyer Fursman, will act as a Services 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. • 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. • After the candidate is employed, we will follow up with both the City of Otsego 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. Onboarding is a process focused on the integration of new Phase IV senior -level managers into an organization. The goal is to Onboarding — Preparing prepare Managers to succeed in their jobs as quickly as possible. for change Brimeyer Fursman will meet with the directors and key staff, T - Council and the new City 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 �y their new supervisor. Items covered include effective communication, setting expectations, clarification of roles and responsibilities, a review of the culture and other norms. If requested by the Mayor and Council, we will assist in FOLLOW UP conducting a performance evaluation of the selected City Administrator between six and twelve months of employment. Performance Review We will develop a Work Program that will contain objectives for the City Administrator to accomplish in the ensuing six to twelve months. City of Otsego (City Administrator) Page 10 Principles Assigned to Your Search Dr. Richard Fursman, President: Richard joined Brimeyer Fursman in 2007 and has conducted 100+ searches over that time period. Richard has 25 years of senior management experience in local government, most recently as the City Manager of Maplewood, Minnesota. Richard earned his Doctorate in Organization Development as well as 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. Richard is an Adjunct Faculty at the University of St. Thomas. Richard will be the lead He was awarded the title of Credentialed Manager by the consultant on the project International City/County Management Association. Richard is a and will be involved in all past board member of the Minnesota City/County Management aspects of the search. Association, a member of Rotary International, and past President of the Minnesota Metropolitan Manager's Association. Richard has conducted numerous strategic planning retreats and consults with municipalities and non -profits on reorganization and change management in the USA and Abroad. i ,ll Irina will assist with interviews and fact finding. She will be involved with facilitation. Irina Fursman Irina is Vice President of Brimeyer Fursman, coordinating the design and facilitation of all the process, including the interviews and community engagement. Irina is a nationally certified facilitator and trainer from the Institute of Cultural Affairs. Irina was born, raised, and educated in Russia and Ukraine where she earned her Bachelor's Degree of Education and Masters of Science Degree in Mathematics and Computer Science before moving to the United States in 2002. Irina has led and facilitated over 30 strategic planning sessions with cities and businesses. She has worked with over 80 communities during the search process facilitating community and staff input sessions, council discussions, research for profile development, and assisting with the various process logistics. In addition to facilitating sessions, Irina also trains in the art and science of facilitation. Irina has presented nationally and internationally on the subject of citizen engagement, strategic planning and sustainable development. Irina is currently a Doctoral Candidate in Organization Development at the University of St. Thomas. City of Otsego (City Administrator) Page 11 Guarantee Brimeyer Fursman offers an 18 month guarantee on the effectiveness of the City Administrator. Should the 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. Brimeyer Fursman will not recruit candidates we have placed with your organization. Should there be substantial changes in the political situation at the City of Otsego 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 Council and Brimeyer Fursman. The Guarantee is contingent on the Council successfully completing all phases and optional services of the process. Sample Time Table Brimeyer Fursman LLC will work with the Mayor and Council The sample time table is to on the timing of the search. We will work closely with you to provide a conceptual work through scheduling difficulties. The following serves as an frameivork. Brimeyer Fursman example that will be altered to fit everyone's schedules. will work ivith the City to develop the schedule. Highlighted activities require full Council participation Authorization to proceed December 2016 Survey sent to Council and staff Profile Data Collection (with interviews of Council and staff) Approve Position Profile Start Recruitment Deadline for Applications Screen and Review Candidates Progress Report/Select Finalists Reference and Credential Checks Interviews Start of City Administrator Onboarding Session with New Hire and Council December 13 December December/January TBD January 2017 TBD TBD TBD TBD TBD April/May 2017 At start City of Otsego (City Administrator) Page 12 Fee Quotation 1 overview Search Fee: The quote for services is divided into sections to better meet your needs. Otsego can choose to do part or all of a section of the services to reduce costs. Phase I Develop Position Profile $5,000 • Meet individually with the Council, and key staff • Meet with selected stakeholders • Develop, present, and Position Profile Phase II Recruit and Screen Candidates $6,000 • Place Announcements • Direct Recruiting, Send Profiles • Review Resumes • Screen and evaluate candidates • Prepare and present Progress Report (progress report will be delivered in person and contain profiles of 10-12 candidates who demonstrate the best fit. Here the Council selects the top S for interviews. Phase III Interviews $5,000 • Schedule and coordinate candidates' interviews • Develop Interview questions • Participate in interviews • Develop compensation package • Participate in negotiations • Personal Management Style Profile Assessment Expenses : Typical expenses include copies and supplies, position advertising (Web Not to Exceed Sites, Linked -IN, etc.,) — Mileage and Management Profiles. $3, 500 This does not cover costs associated with bringing in candidates from outside the area in the event Otsego would interview someone from out of State. City of Otsego (City Administrator) Page 13 Optional Background Phase Ma. Background Check s(This is done before the intervieia) $650 per Candidate • Reference checks • Credential verification • Credit Report • Criminal Background Report POST HIRE OPTIONS Phase IV: Additional services after the hire $950 Onboarding: If the Council desires, we will facilitate onboarding of the new hire to + mileage and copies help clarify roles, expectations and reveal important practices of the operation. This is done with the Council and staff and is planned during the first week or two the hire is on the job. Phase V: Review: This is completed approximately 6 months after start of $450 employment + mileage and copies Payment Policy: Our payment policy is one-third of the total 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 Council terminates this agreement during the search, we will retain the progress payments to that point. Richard Fursman, President Date Brimeyer Fursman LLC City of Otsego, Minnesota Date City of Otsego (City Administrator) Page 14 Related References Stillwater, MN (Population Filled December 2014 Position Filled: City Administrator (Hired Tom McCarty) Applicants received — 53 Contact: Mayor Ted Kozlowski Phone: 651-300-4993 tozlowski@ci.stillwater.mn.us Ada, MN (Population 1,700) Filled November 2014 Position Filled: City Administrator (Hired James Leiman) Applicants received — 33 Contact: Project Coordinator Todd Sawrey Phone: 701-729-5578 tsawre a,loretel.net Victoria, MN (Population—8,000) Filled: October, 2014 Position Filled: City Manager (Hired Laurie H okkanen) Applications Received: 45 Contact Mayor, Tom O'Connor Phone:952-261-9177 toconnor@ci.victoria.mn.us Centerville, MN (Population 3,900) Filled: October, 2014 Position Filled: City Administrator (Hired Mike Ericson) Applicants received: 42 Contact: Mayor Tom Willharber Phone: (651)429-2140 twilharber@centervillemn.com Maple Plain, MN (Population 2,000) Filled: November 2013 Position Filled: City Administrator (Hired Tessia Melvin) Applications recived — 64 Contact: Council Mayor Jerry Young Phone: (612) 237-3115 jeMagjohnsonanderson.com Eagan, MN — population over 64,200 Position Filled: City Administrator (Hired Dave Osberg ) Dates of the search: October, 2012 — January, 2013 Applications received — 39 Contract: Dianne Miller (Assistant City Administrator) Phone: (651)675-5014 dmiller@cityofeagan.com City of Otsego (City Administrator) Page 15 Olivia, MN — population — 2,400 Position Filled: City Administrator (Hired Dan Coughlin) Dates of the search: December, 2011— February, 2012 Applications received — 39 Sue Hilgert, Mayor Phone: (320) 523-2361 shilgert@olivia.mn.us Wayzata, MN — population 4,000 City Manager Search Position Filled: April, 2012 (Hired Heidi Nelson from Ramsey, MN) Applications Received- 75 Contact: Mayor Ken Willcox Phone: (952)922-5569 KenWillcox a,wayzata.org Hopkins, MN — population over 18,000 City Manager Search Position Filled: (2011): City Manager (Mike Mornson) Application received — 65 Mayor Eugene Maxwell Phone: (952)935-5270 emax33721 na.aol.com St. Louis Park (Population: 45,000) Fire Chief Search Position Filled 2013. (Hired Steve Koering) 47 Applicants Contact: Nancy Deno Assistant City Manager Phone (952)924-2519 ndeno(tstlouisnark.om Waukee, Iowa — Population—16,000 Position Filled: Chief of Police (Hired John Quinn) Dates of search: October 2013 — January, 2014 Applications received — 50 Contact: Patty Holden — HR Director Phone: (515)978-7908 pholden@waukee.org City of Otsego (City Administrator) Page 16 BRIMEYER FURSMAN EXECUTIVE SEARCH HISTORY 6/2012-2015 2016 2016 2016 Three Rivers Park District Haines _ Haines General Counsel Police Chief Borough Manager MN AK AK 2,500 2,500 2016 Maple Plain City Administrator MN 1,808 2016 Bloomington City Attorney MN 86,000 2016 Granite Falls City Manager MN 2,800 2016 Oelwein City Administrator IA 6,415 2016 Detroit Lakes City Administrator MN 8,500 2016 Sandstone City Administrator MN 2,800 2015 2015 Minnetonka Waverly Economic Development and Housing Manager City Administrator MN IA 50,841 _ 10,070 2015 Mount Vernon City Administrator IA 4,500 2015 Dakota County CDA Executive Director MN 400,000 2015 Canton City Manager SD 3,049 2015 Ottumwa City Administrator IA 25,000 2015 Minnetonka Building Official MN 50,841 2015 Apple Valley Public Works Director MN 50,000 2015 Woodbury Building Official MN 68,000 2015 Worthington City Administrator MN 13,000 2014 2014 Stillwater Victoria City Administrator City Manger MN MN 18,500 8,000 2014 Victoria Community Dev. Director MN 8,000 2014 Ada City Administrator MN 1,700 2014 Centerville City Administrator MN 3,900 2014 Lake City City Administrator MN 5,000 2014 Independence City Manager IA 6,000 2014 Dillworth Chief of Police MN 4,100 2014 Dillworth City Administrator MN 4,100 2014 Waukee Chief of Police IA 16,000 2013 Arlington City Administrator MN 2,233 2013 Minnetonka City Attorney MN 45,000 2013 Centerville City Administrator IA 5,500 2013 Charles City City Administrator IA 7,700 2013 Corcoran City Administrator MN 5,500 2013 Griswold City Manager IA 1,036 2013 Lexington City Administrator/Clerk MN 2,014 2013 Long Lake City Administrator MN 1,768 2013 Maple Plain City Administrator MN 1,792 2013 Borough of Petersburg Chief of Police AK 3,273 City of Otsego (City Administrator) Page 17 2013 St. Louis Park Fire Chief MN 45,000 2013 Vadnais Heights City Administrator MN 12,300 2013 Lincoln Pipestone Rural Water CEO MN 4,250 2013 Wabasha County County Administrator MN 21,482 2012 Apple Valley Chief of Police MN 50,000 2012 Apple Valley Parks and Recreation Director MN 50,000 2012 Olivia Chief of Police MN 2,479 2012 Waverly City Administrator IA 9,874 2012 Wayzata City Manager MN 3,688 2012 Eagan City Administrator MN 64,200 2012 Eagan Finance Director MN 64,200 2012 Eagan Director of Public Works MN 64,200 City of Otsego (City Administrator) Page 18 tSi Program The City of Rosemount is seeking a strong, positive leader to be their next City Administrator. ROSEMOUNT-MN . . . . . . . . . . ry Rosemount's next City Administrator will have the opportunity to join a high -performing organization, work with a committed Mayor and City Council, and serve a citizenry engaged in its community. %i The Ideal Candidate The ideal candidate will be a strong, positive, experienced, and well-rounded professional who has demonstrated his/ her ability to collaborate effectively with elected officials, city staff, and community stakeholders. The candidate will have demonstrated management success in a comparable organization of similar complexity, an interest and desire to serve the needs of vibrant, growing community, and the ability to function in a fast -paced and change -oriented environment. Successful candidates should demonstrate integrity and a high level of energy and competency. They will have a keen sense of the need for transparency and connection throughout the community and inside City Hall. He or she should be decisive and able to make difficult decisions. The ideal candidate will be flexible, responding to the needs of the Mayor and Council, staff and the entire Rosemount community. He/she will have the skills and temperament to manage a wide range of tactical and strategic issues simultaneously. The ideal candidate will be an effective communicator and cheerleader for the City, seeing possibilities and finding creative solutions. The candidate's background and experience should include exposure to aspects of managing a growing city undergoing change and redevelopment. The successful candidate will also have demonstrated a record of strong customer service focus for the delivery of services. While strong budgetary, financial, technical, and administrative competencies are needed, the successful candidate should be creative, articulate, and focused on implementing the Mayor's and Council's policies and direction for the City. The Administrator should also be able to proactively and successfully navigate interjurisdictional relationships. Other criteria include: • Thorough knowledge of public administration principles and practices including organizational performance management and a team -oriented approach to leadership • Manage budget preparation and presentation • Budget policy and structure tied to strategic planning • Background in Economic Development with emphasis on marketing • Ability to supervise, train and mentor employees including organizing, prioritizing and scheduling work assignments • Ability to foster an organizational climate that attracts, retains and develops talent at all levels • Ability to meet with and communicate effectively, orally and in writing, with all levels of City staff, City officials, community leaders, and citizens • Initiates involvement with the community • Someone who is supportive of staff, able to delegate responsively and is a motivator • Someone who is politically savvy, and a person with the ability to develop and maintain trust 4 The City of Rosemount The City of Rosemount is 15 miles south of the center of the Twin Cities Metropolitan area. 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. 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 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, was completed in 2009. Housing In the past year, two senior apartment buildings opened downtown. Housing options throughout the community include single family homes, townhomes, condominiums, and low-income housing. Residential developments with hundreds of homes are currently under development, and this pattern of growth will continue for years to come. Education 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 fourth largest district in the state. 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 education options were a major factor last year when Money magazine cited Rosemount as the 12th "Best Place to Live" in the country, and the 4th "Best Place to be a Kid". The University of Minnesota and the Future The University of Minnesota is a major landowner in the community, controlling A ionally RanAed Conununit y! approximately 3,000 acres, and will play a significant role in Rosemount, s future. Nat _ This land, known as UMore Park, extends into Empire Township to the south and ,,''money has been utilized primarily for agricultural research. The University's Regents have approved a long-term plan to develop the property as a residential and research 4_ 12 neighborhood adding over 20,000 more residents to Rosemount over the next 30 BEST PLACE �� BEST PKE years. The City is working with the University and its consultants on plans for development, environmental review, and installation of athletic fields. T��EAKID lb��15 The Position The Chief Administrative Officer is the City Administrator who is appointed by and serves at the discretion of the City Council. Under the direct supervision of the City Administrator are the Assistant City Administrator, City Engineer/Public Works Director, Finance Director, Community Development Director, Chief of Police, Fire Chief, and Parks and Recreation Director. Specific Duties Include • Management of City Funds and Assets and coordination with Department Heads in the development and administration of the annual operating budget. • Plan and carry out all Capital Improvement Projects. • Provide leadership in the development of short and long range goals established by the City Council and city staff. • Responsible for the enforcement of all ordinances, regulations and policies of local, state and federal government affecting the city. • Coordinate with department directors regarding salary adjustments, hiring, firing, promotion and demotion of all employees. • Negotiate contracts with unions. • Serve as the Executive Director of the Port Authority. • Actively participate in civic and professional management organizations. City Services Police protection is provided with 23 full -time officers. Fire services are provided by a department comprised of 53 paid -on -call rfirefighters and a volunteer Fire Chief. Dispatching and 911 services are provided by the Dakota Communications Center (DCC) -- a joint public safety project established by a partnership between 11 cities and Dakota County. Municipal water, sanitary sewer and storm water services are provided to all developed areas of the city. The municipal water source consists of 8 wells with 4 water towers. The city maintains sewer laterals connecting to facilities of the Metropolitan Council. A& Community of Volunteers, Parks and Celebrations Rosemount is home to numerous organizations and volunteers who make the community a place for all ages. There two major community events, organized by volunteer groups with support of Rosemount Parks and Recreation and other City departments, Leprechaun Days, and Haunted Wood Trails. There are also numerous special events throughout the year coordinated through Parks and Recreation. Community leadership has preserved 532 beautiful acres of land for 29 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. A former Downtown church building was repurposed as the Steeple Center. With an addition to the facility last year, it serves as a home for arts and seniors programming. Business Community 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. 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 Environmental (industrial waste containment facility), Spectro Alloys, CIF Industries, and Continental Nitrogen. The western one-third of the City includes businesses such as El Dorado Packaging and the regional home base for the National Guard. The City also launched an 80-acre business park in 1995 with tenants such as Sweet Harvest Foods, MRCI, Proto Labs, Intellifeed, and Preventive Care. Comprehensive Plan The process of revising Rosemount's Comprehensive Plan began this year, to conform with projections by the Metropolitan Council that the City will grow from 23,000 residents this year to 38,000 by 2040. Transportation 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, and express bus routes run from a park -and -ride in Rosemount to the downtowns of the central cities. �l� Organization I Culture I Priorities and Current Projects 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 with a mayor and a four - member council elected at -large. In addition to the City Council, there are five City Commissions: Parks and Recreation, Planning, Port Authority, Utility, and Youth. The City Council this year has also created two citizen task forces, Environment/Sustainability and City Facilities; and has reactivated the Downtown Task Force. Under the direct supervision of the City Administrator are the Assistant City Administrator, City Engineer/Public Works Director, Finance Director, Community Development Director, Chief of Police, Fire Chief, and Parks and Recreation Director. GF Budget: $12,435,000 Total Budget: $18.8 Million The City Council functions at a high level. They do this by understanding the need for thoughtful, thorough debates of issues while maintaining a sense of camaraderie and friendly relations. Department Heads are team -oriented and professional. There is a mix of long - tenured staff and new arrivals. The organization is hoping for a collaborative facilitator combined with strong decision making. Council and staff welcome a balance of direction, and task focus with strategic, organization -wide thinking. • Spend some time getting to know the community, council, and staff • Hire a new City Engineer/Public Works Director • There are significant efforts underway to attract Commercial & Economic Development to the community. The new Administrator will need to familiarize themselves with the efforts and quickly get involved • Develop intergovernmental relationships with Businesses, Chamber, Organizations, Schools, Other governments agencies, Cities, County, State and others that impact the City • The Comprehensive Plan is in the process of being re -drafted • Review the organization and look for opportunities to improve efficiencies, identify staffing level needs and compensation • Build employee trust • Develop a thorough understanding of Council expectations on development and amenities • Schedule a Strategic Planning Session. • Become familiar with large projects involving SIG and Flint Hills • Downtown/City-wide/heavy utility use development City of Rosemount 4ROSEMOUNTCity Administrator, dmiinitator, Minnesota SPIRIT OF PRIDE AND PROGRESS Salary Range: $110,300—$138,500 Announcement City Administrator; City of Rosemount, MN (pop. 23,042). Four City Administrators since 1990. 2017 Salary Range $110,326 to $138,500. Located 15 miles south of the Twin Cities Metro and one of the few metro suburbs that grew from an older, stand-alone community. The City has combined industry and agriculture related businesses with a rapidly growing residential community. Position reports to a Mayor and four -member City Council. Responsible for 81 FT and 163 PT employees and a GF budget of $12,435,000. The ideal candidate will be a strong, positive, experienced, and well -rounded professional who has demonstrated his/her ability to collaborate effectively with elected officials, city staff, and community stakeholders. The candidate will have demonstrated management success in a comparable organization of similar complexity, an interest and desire to serve the needs of vibrant, growing community, and the ability to function in a fast -paced and change -oriented environment. Candidates for: the City Administrator position should possess a Bachelor's Degree (Master's preferred) in Public Administration, Business Administration or closely related field plus a minimum of 2 - 5 years' experience in municipal management. Qualified candidates will possess significant experience in economic development. Position Profile available. Send resume, letter of interest and list of five references via email by 10/3/16 to: rosemount@hue. life. Please direct questions to richardfursman@hue. life or (651) 338- 2533. For additional information about Rosemount, please visit www.ci.rosemount.mn.us. Out of Town Candidates: The City will reimburse usual and customary travel related expenses for out of town candidates coming to Rosemount for interviews. Candidates will also be provided lodging if necessary.