David Drown - ProposalFaribault Office:
1327 Merrywood Court
Faribault, MN 55021
(612) 920-3320x109 | fax: (612) 605-2375
gary@daviddrown.com
www.daviddrown.com
DDA
David Drown Associates, Inc.
Sent via email only
October 31, 2016
Mr. Adam Flaherty
Finance Director
City of Otsego
13400 90th Street NE
Otsego, MN 55330
Dear Mr. Flaherty,
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
City of Otsego: City Administrator Search Proposal
Proposal for the City of Otsego
City Administrator Search
October 31, 2016
David Drown Associates, Inc.
City of Otsego: City Administrator Search Proposal
Contents of the Proposal
Description of the Firm Process Details
Approach to the Process Fees
Service Team Assurance
Timeline References
Description of the Firm
Approach to the Process
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.
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
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
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.
DAVID DROWN
Service Team
“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
City of Otsego: City Administrator Search Proposal
Tentative Timeline
ITEM TASK COMPLETION
DATE
Decision by City Council
to proceed
November 28, 2016
Information gathering Meet individually with Council Members
Meet with department heads in a group session
Gather all pertinent background information
Gather salary information and review job description
December 19, 2016
Professional profile Develop position profile and advertisement January 3, 2017
Approve position
profile
City Council approves profile, job description, salary range, and
hiring process January 9, 2017
Candidate recruitment Post position immediately upon approval of profile
Comprehensively advertise
Email and phone calls to prospective candidates
January 10-
February 7, 2017
Screening of applicants DDA will review and rank applicants based on job related criteria and
select semifinalists February 8, 2017
Initial review process Each semifinalist will complete a questionnaire pertaining to their
qualifications and experience. In addition, a work related personality
index will be done on each candidate and Gary will talk with each can-
didate about their interest and qualifications.
February 17, 2017
Selection of finalists City Council reviews semifinalists and selects finalists for inter-
views
If a committee is used to conduct initial interviews, they would
select the finalists
DDA will notify candidates not selected as finalists
February 27, 2017
Background check of all
finalists selected for
interviews
Includes:
Criminal background: county, state, national
Sex offender registry
Social Security number verification
Employment and education verification
Credit Check
March 14, 2017
Reference check on all
finalists
DDA will conduct reference checks with current and former employers
on all finalists March 14, 2017
Intellectual profile DDA will administer an intellectual profile measuring verbal reasoning,
mathematical and logical reasoning, and overall mental aptitude March 14, 2017
Presentation of finalists DDA will present the Council information including:
Summary of references
Results of background checks
Personality index reports
Resumes, etc.
March 17, 2017
Interviews DDA will prepare all interview materials and be present at all
interviews and other functions. It is recommended that interviews be
at a special meeting
March 23 and 24,
2017
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
This timeline is tentative. The final timeline will be set after the City Council’s decision to proceed.
City of Otsego: City Administrator Search Proposal
Step 1: Information Gathering
Step 2: Development of Position Profile
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
Process Details
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.
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.
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 5: Selection
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.
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.
City of Otsego: City Administrator Search Proposal
List of Search Clients From the Past Two Years
Fees
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.
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.
Entity Type of Search Entity Type of Search
City of St. James, MN Manager Three Rivers Community Action Executive Director
City of Motley, MN City Clerk/Treasurer City of Isanti, MN Finance Director
City of Lake City, MN Finance Director/Treasurer Willmar Municipal Utilities General Manager
City of Olivia, MN Finance Director Dodge County, MN Administrator
Rice County, MN Administrator City of Marshall, MN Administrator
City of Fergus Falls, MN Administrator Pope County, MN Administrator
City of Winona, MN Manager City of Lake City, MN Administrator
City of Willmar, MN Administrator City of Montrose, MN Clerk/Treasurer
Jackson County, MN Coordinator City of Pequot Lakes, MN Administrator
Winona County, MN Administrator City of Little Falls, MN Administrator
City of Winsted, MN Administrator Steele County, MN Administrator
City of Northfield, MN Engineer/PW Director City of Cokato, MN Administrator
City of Cokato, MN Clerk City of Howard Lake, MN Administrator
Chippewa County, MN Family Services Director City of Northfield, MN Administrator
City of Otsego: City Administrator Search Proposal
Greg Zylka
Mayor, City of Little Falls
Administrator Search
Phone Number: 320-360-3584
Email: gzylka@charter.net
Pete Zimmerman
Mayor, City of Howard Lake
Administrator Search, Organizational Planning
Phone Number: 952-457-4503
Email: pzimmerman@ci.orono.mn.us
Mike Hartwell
HR Director, City of Fergus Falls
Administrator Search
Phone Number: 218-332-5440
Email: mike.hartwell@ci.fergus-falls.mn.us
Scott Rachels
Council Member, Fergus Falls
Administrator Search
Phone Number: 218-770-9290
Email: scott.rachels@ci.fergus-falls.mn.us
Steve Stotko
Mayor, City of Winsted
Administrator Search
Phone Number: 320-485-2366
Email: stotko@winsted.mn.us
Steve Jacob
Commissioner, Winona County
Administrator Search
Phone Number: 507-534-2554
Email: sjacob@co.winona.mn.us
Erica Zweifel
Council Member, City of Northfield
Administrator Search
Phone Number: 507-663-7131
Email: ericazweifel@gmail.com
Galen Malecha
Commissioner, Rice County
Administrator Search
Phone Number: 507-645-6041
Email: gmalecha@co.rice.mn.us
References
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.