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09/07/2012 - Personnel CommitteeCity of Eagan Me TO: PERSONNEL COMMITTEE FROM: CITY ADMINISTRATOR HEDGES DATE: SEPTEMBER 7, 2012 SUBJECT: PERSONNEL COMMITTEE MEETING / WEDNESDAY, SEPTEMBER 12,8:30 AM, CONFERENCE ROOM 2A &B A Personnel Committee meeting is scheduled for Wednesda Se ptember 12 at 8:30 a.m. in Conference Room 2A &B. Per the direction of the City Council at the August 28 City Council Retreat, the Committee will be interviewing representatives of two firms who responded to the City's RFP for an executive recruiter to assist the City in the search for the next City Administrator. The following is the interview schedule: 8:45 a.m.— Sharon Klump, Springsted* *Sharon will be joining the City Council via Skype as she will be in northwestern Minnesota for the week of September 10 -14 for previously scheduled meetings with clients. 9:15 — Richard Fursman, Brimeyer Fursman Enclosed is the meeting agenda and copies of the proposals submitted by Springsted and Brimeyer Fursman. Also enclosed are possible interview questions that have been tailored to each recruiter. You will recall that many of these questions were suggested by the Council during the retreat. These questions are offered should the committee wish to use them, but the committee may also choose to ask any other questions they feel are germane to the process. Please feel free to contact me if you have any questions in advance of the committee meeting. /s /Thomas L. Hedges City Administrator cc: Dianne Miller, Assistant City Administrator Lori Peterson, Human Resources Manager PERSONNEL COMMITTEE MEETING WEDNESDAY, SEPTEMBER 12, 2012 8:30 AM CONFERENCE ROOM 2A &B AGENDA I. AGENDA ADOPTION H. INTERVIEW OF RECRUITMENT FIRMS III. OTHER BUSINESS IV. ADJOURNMENT Interview Questions for Sharon Klump (Springsted inc.) 1. Please tell us about yourself and what you would bring to the City of Eagan as we search for our next City Administrator. 2. Tell us about your thoughts and experiences in involving citizens or community stakeholders in the recruitment and /or interview process for a City Administrator. Give us examples of both successful and unsuccessful efforts when involving the public in the recruitment process. 2b. The City Council has expressed their interest in a possible "meet and greet" event for the public to meet the finalists. However, the Council may choose to forgo any other direct citizen involvement in the hiring process. If selected as the recruiter, what is your comfort level in coordinating a process that does not include a more significant role for the public? 3. What personality or psychological assessment(s) do you find most useful to accurately evaluate candidates? 4. We understand that you serve numerous clients and have a team of staff at Springsted that work on concurrent recruitments, studies, etc. Please tell us how you plan to balance your many clients while being available to serve the City of Eagan's recruitment needs. 5. What is your philosophy on the number of finalists to present to a City Council? 6. Tell us what sets you apart from other recruiters and why you would be a good fit to work with the Eagan City Council. Interview Questions for Richard Fursman (Brimeyer Fursman) 1. Please tell us about yourself and what you would bring to the City of Eagan as we search for our next City Administrator. 2. Tell us about your thoughts and experiences in involving citizens or community stakeholders in the recruitment and /or interview process for a City Administrator. Give us examples of both successful and unsuccessful efforts when involving the public in the recruitment process. 2b. The City Council has expressed their interest in a possible "meet and greet" event for the public to meet the finalists. However, the Council may choose to forgo any other direct citizen involvement in the hiring process. If selected as the recruiter, what is your comfort level in coordinating a process that does not include a more significant role for the public? 3. What personality or psychological assessment(s) do you find most useful to accurately evaluate candidates? 4. We understand that you were the recruiter who assisted the Dakota Communications Center (DCC) with their search for an Executive Director. Help us understanding your experience with that search and what you learned from that process. 5. What is your philosophy on the number of finalists to present to a City Council? 6. Tell us what sets you apart from other recruiters and why you would be a good fit to work with the Eagan City Council. Springsted Incorporated 380 Jackson Street, Suite 300 Saint Paul, MN 55901 -2887 Springsted Tel: 651 - 223.3000 Fax: 659- 223 -3002 www.springsled.com LETTER OF TRANSMITTAL August 20, 2012 Ms. Dianne Miller, Assistant City Manager City,of Eagan 3830 Pilot Knob Road Eagan, Minnesota 55123 Re: Request for Proposal to Provide Executive Recruitment for a City Administrator Dear Ms. Miller, Thank you very much for the opportunity to submit a proposal to assist in conducting an executive search and recruitment for the position of City Administrator. Hiring; a City Administrator is one of the most important decisions a City Council will make. For the City of Eagan, this search will have added significance because the retiring City Administrator has been the City's first and only City Administrator. In our role and partnership as executive search consultants, Springsted is committed to working closely with the City Council and staff to conduct a thorough, well - executed search that identifies qualified candidates with proven leadership and management experience. Springsted has extensive experience conducting local government executive searches. Our model and business strategy is to provide you with a strong process while remaining flexible to adapt to the City's needs and desires. We approach each search by establishing positive and effective communication and trust with everyone. We will work hard to understand the City's issues, challenges and future goals. We will use this information to recommend best practices, prepare professional materials and administer effective recruitment strategies. We understand our proposal is subject to review and discussion. We are willing to meet with you and the City Council if necessary to discuss our work plan and proposal. We look forward to the next steps in the process and we would greatly appreciate the opportunity to work with you on this important decision. Please contact me at 651 - 223 -3053 or sklumpp@springsted.com if you have any questions on our proposal. spectfully :.qu mitted, Sharon G. Klumpp, Senor Vic sident Consultant kmd Public Sector Advisors City of Eagan, Minnesota Proposal to Provide Executive Recruitment for a City Administrator Springsted is one of the largest and most established independent public sector advisory firms in the United States. For more than 50 years, we have continually grown in the range of our client relationships, the comprehensiveness of our services and our prominence within the industry. Our managed growth is focused on providing clients with a balance of national perspective and local expertise. Springsted is a women -owned business and is certified as a Women's Business Enterprise ( "WBE ") by the City of Saint Paul, Minnesota. Three employee- owners lead Springsted and our 60 staff members. Our headquarters are located in Saint Paul, Minnesota, with additional offices located close to our clients throughout the Midwest and Mid - Atlantic states. Specifically, our regional offices include Milwaukee, Wisconsin; Des Moines, Iowa; Kansas City, Missouri; Richmond, Virginia; and Denver, Colorado. Executive Search Philosophy Springsted's primary goal is to provide a well - defined and strategically- focused executive recruitment. The Springsted team brings an excellent understanding of City government, respect for the responsibilities of the City Council and staff, and a thorough knowledge of and experience in the obligations and responsibilities of the role of a City Administrator. A list of executive searches we have performed is included in Appendix I. Our executive search philosophy begins with a clear partnership objective, which is: To administer a participatory and interactive process that results in the best candidate for the City Administrator position. We will earn your trust from our initial meetings through the end of the search. We will work to create an excellent partnership between all City officials. This includes helping the City think strategically and deliberately throughout each critical step of the process. This will be an important component of the early stages as the City Council works to reach consensus on the qualities and characteristics they desire in the position. Springsted team members will remain unbiased and fair in all communications and interactions, and will build trust and confidence with everyone from the beginning to the end of the process. Ms. Klumpp can begin work immediately to understand the desired qualifications of the position as well as understand the City's issues and priorities. We will meet with the City Council, citizen and community representatives (if desired) and staff to discuss the City's goals, expectations and needs. In partnership with City officials, we will identify best practices in the overall search process, finalize a recruitment plan and a schedule of all activities. The Springsted team's previous experience in local government, along with our organizational development background will provide a solid foundation for the City Council. Our work and experience will give City leaders the confidence needed to move forward to hire the best qualified candidate for the position. S h r i n 9 51. e d City of Eagan, Minnesota. Proposal to Provide Executive Recruitment for a City Administrator 0 Executive Search Work Plan Springsted's executive search services will provide the City of Eagan with a well - defined and strategically- focused process. Our location in Saint Paul will give us with the ability to be available as needed for on -site in meetings during various stages of the search process. A summary of our process is outlined below. Trust and Working Relationship — Our team commits to meeting and exceeding the expectations of the City from the beginning to the end of the search. Our work with the City is open and transparent. We bring good solid common sense to our work. We create strong lines of communication and are open to ideas and suggestions from the City. We listen intently, offer professional advice and build camaraderie with each official we come in contact with. We help the City think strategically about current issues and future opportunities these considerations are important components of the recruitment brochure. Research — Our research includes touring the City prior to the beginning of the process. We build on our existing knowledge of the City and thoroughly familiarize ourselves with the community's needs, issues, challenges and opportunities. This information will assist greatly in marketing and promoting the community to prospective applicants. Our objective is to learn as much as we can about the past, present and future of the City to become a strong and credible partner. Recruitment Brochure — We work with the City to identify and define the experience, skills, knowledge and abilities the successful candidate will need to be successful in the City Administrator position. We identify the priorities and challenges the new Administrator will be facing, both internally within the City and externally in the community. This step in the process also includes a meeting with department heads and if the City Council desires, members of the community. Using this information, we prepare a recruitment brochure that identifies the qualifications the City Council desires in its next City Administrator. The brochure includes information on the community, the City government, the qualities and characteristics desired in the Administrator and the leadership opportunities this position offers to perspective candidates. The brochure is used as a marketing tool to bring positive exposure to the City, the position and to attract the interest of potential candidates; it also serves as the source document for the selection criteria used to evaluate applicants. Recruitment and Outreach — We develop a customized recruitment strategy; the final strategy is determined in conjunction with the City Council. Our process includes – at minimum – the following eight (8) step plan: • Postings with professional local government associations, such as the International City /County Management Association (ICMA), League of Minnesota Cities, the Association of Minnesota Counties and municipal associations in other selected states. • Postings with the Minnesota City /County Management Association (MCMA) and city /county management associations in other selected states. • Posting information with schools of public administration that regularly provide information about job openings to alumni. • Sending out electronic messages and communication through LinkedIn. S p r i n g s t. e d City of Eagan, Minnesota. Proposal to Provide Executive Recruitment for a City Administrator • Springsted team recruitment working in conjunction with our staff in the upper Midwest region to actively seek out candidates that are a good match for the City of Eagan. E -mail notices on group listservs, in particular with associations. A review of our existing database to determine candidates that we know or have screened in the recent past to determine if they meet the City's desired qualifications. Personal telephone contacts (networking) with prospective candidates to inform them of this position, answer their questions and encourage them to apply. We find often that many qualified candidates are not actively seeking a new position and do not respond to advertising, hence we will directly recruit certain individuals who we believe are a match for the City and the position. In a recent search, we initiated 70 personal contacts with prospective applicants. Springsted sets up a special e -mail inbox for each search and encourages an electronic submission of applications. Applications received by mail or by fax are scanned to ensure that we have an electronic record of all materials received. Each application is acknowledged upon receipt. We maintain respectful relationships with all potential applicants and candidates that apply for the position. We work in confidence and commit to represent the City in all of our contacts in a courteous and professional manner. Applicant Screening and Evaluation — We conduct an objective and systematic review of each application to determine those applicants who most closely meet the City Council's desired qualifications. Once we have identified the top candidates (typically 10 to 12) we ask them to complete a questionnaire that addresses their professional and personal qualities in comparison to the characteristics identified in the position profile. We work with the City Council to develop the essential questions we will ask the candidates. Along with substantive information provided in the answers to the questions, we are able to assess and evaluate the candidates' writing and comprehension skills. Once that is complete, we conduct telephone screening interviews to expand upon each candidate's background and experience, particularly in those areas important to the City. We determine the candidate's level of interest and motivation for seeking the position. We identify the candidate's management and leadership style and learn and understand their personal experiences and professional expectations for the City of Eagan position. Presentation of Candidates — We prepare written candidate reports summarizing our screening information, explaining how each candidate meets the City's established qualifications and why the candidate is seeking the position. We include information on the candidate's education, experiences, strengths and areas of need, management style and professional accomplishments (the results of the questionnaire noted above are also provided to the City as a component of the written candidate report). Written candidate reports also include a review of information found through internet searches and preliminary conversations we may have with people that we know, trust and respect. Short List of Suitable Hires — We meet with the City Council to present the written candidate reports and a "short list" of suitable hires. The City Council selects the candidates who will be invited to interview. In a professional and respectful manner, Springsted informs all applicants of their status in the selection process, in particular those that are not moving forward to the interview stage. Springsted City of Eagan, Minnesota. Proposal to Provide Executive Recruitment for a City Administrator Interviews — We work with the City Council and designated staff to design and coordinate the interview process. We develop a structured interview process that maximizes the input of all participants. We find that each City is different, so before we organize an interview process we meet with the City to confer on your expectations and desires. Once the process is determined, we provide a template to help evaluate the candidates on an equitable basis. Ms. Klumpp will be in attendance at the interviews to provide support as needed while the Council narrows the field of candidates who could be invited to a second interview. If the City Council wants to conduct a second interview, we will design a different candidate engagement for those that move forward to the final phase of the search process. Reference Checks — We contact references and provide a thorough reference outline for each candidate participating in the interviews. It is our practice that we contact at least four references per candidate: an elected official, a professional peer, a direct report and a community member. We believe that a more comprehensive reference profile can be compiled if we seek input from a representative of each of these areas. Background Check and Employment Offer — We conduct a thorough background records check, which includes state and national criminal and civil history, driver's license review, educational verification, a credit check and a review of social media activity. The timing is coordinated with the hiring decision and is typically completed prior to making an offer to a candidate. We will lead and negotiate (if desired) discussions with the candidate on the employment agreement. We will negotiate a compensation package with the successful candidate in accordance with direction received by the Council. Mayor and City Council In the initial steps of the process, the Mayor and City Council are involved in reviewing the job description to ensure it is accurate and up to date, identifying the characteristics necessary to be successful in the position, developing a list of important issues that the incoming City Administrator will be addressing and outlining opportunities for leadership in this position. We will meet with the Mayor and City Council either individually or as a group to hear first -hand about the City, the position and your goals. When finished, the Mayor and City Council will review and approve the position profile and job announcement. Springsted provides leadership and guidance throughout these steps, we provide templates and forms for you to review and we facilitate discussions, the collection of information and we take the lead in the writing of all pertinent documents. Once applications are received and screened, the Mayor and City Council will determine who moves forward to the interview, what the actual interview process will entail, conduct the interviews and ultimately select the final candidate. Springsted provides advice, guidance and ideas at each important step along the way towards your final decision. We pride ourselves on providing strategic advice on critical components of the search, as well as tactical advice on details and matters of process. 7 p r i n g s t e d City of Eagan, Minnesota. Proposal to Provide Executive Recruitment for a City Administrator 9 Department Heads City staff s role and involvement will begin with providing input to the Mayor and City Council on the creation of the position profile that outlines the preferred and desired knowledge, skills and abilities of the incoming City Administrator. We will interview an identified group of staff and then share this information with the Mayor and City Council. Furthermore we envision selected members of the staff participating in the interview process and in helping the search team with logistical work and support for various details. We encourage the City to designate a contact who can serve as the City's point person with Ms. Klumpp. Staff also serve as a resource and provide valuable information — at various times throughout the process — to both the search team and the candidates that are applying for the position. Citizen Input Actively involving input from community members helps to establish credibility in the process and in the selection. This is typically done with a group of individuals (focus group) or through individual interviews with a select number of community members. Ideas for the citizen input include 1) identifying qualities and characteristics desired in the new Administrator, which similar to the City staff, contribute to the development of the position profile; and 2) participating on an interview panel to provide input to the Mayor and City Council on their opinions about the qualities, characteristics and fit of the final candidates. We are open to other ideas and the specific use of citizen input will be determined in conjunction with the City. Our goal is simple: all three participant groups Mayor and City Council, City staff and community members believe that the process was credible and their input was valued and an important component of the decision- making process and ultimately the final selection. Draft Project Schedule Ms. Klumpp can begin the search process immediately upon selection and will proceed in an expeditious manner. City staff will provide support for logistics, scheduling of meetings and providing information on and digital photographs of the City as needed throughout the search. A successful executive search is based on a strong and viable partnership between the City and the search firm. Our practice is to maximize the input and expertise of the staff, elected officials and community participants. Our comprehensive process incorporates the active participation of the elected officials at key steps in the process. Our goal is to keep elected officials fully informed from the beginning to the end of the search. We strive to accomplish this goal effectively and consistently, thus allowing maximum involvement without undue burden or taking City officials away from other important priorities. The timetable provides an illustration of a schedule for filling the City Administrator position. If selected, the specific dates and details will be modified to match the actual beginning of the search. In general an executive search process takes three to four months to complete. Specifics within each step below will be discussed and articulated during the initial meetings with the City. Springsted City of Eagan, Minnesota, Proposal to Provide Executive Recruitment for a City Administrator Project Milestone Timeframe' Consultant Selection August 21 Notice to proceed August 22 Finalize recruitment process and schedule Week of August 27 Collect background on recruitment brochure August 27 — September 7 City Council approves the recruitment brochure Week of September 10 Placement of job postings and advertising position By September 14 Recruitment of candidates August 22 — October 12* Applicant screening begins; positing remains open until officially closed October 15 Update on applicant pool to the City Week of October 15 Screening of applicants (including questionnaire) October 15 — October 29 Presentation to the City Council (short list of suitable hires) Week of October 29 Formal reference calls Week of November 5 First round of interviews Week of November 12 Second round of interviews Week of November 19 Background check completed; job offer accepted November 19 — November 30 Start date January 2, 2013 Formal follow -up and on- going contacts June and December 2013 *Although the job posting will occur on September 14, the Springsted team will begin recruiting for the position immediately upon selection. Principal Consultant Sharon G. Klumpp Senior Vice President and Consultant Ms. Sharon Klumpp specializes in executive search and organizational and management consulting for public agencies. Ms. Klumpp has extensive government experience, having served as an Executive Director of the Metropolitan Council — the seven - county regional planning agency for the Twin Cities metropolitan area of Minnesota, as the Associate Executive � U� Director for the League of Minnesota Cities, as a City Administrator and as an Assistant City Manager. Her private sector experience includes serving as the chief administrative officer for the Minneapolis office of a major global engineering and design firm. Ms. Klumpp 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 holds a master's in public administration from the University of Kansas and a bachelor's degree in political science from Miami University of Ohio. S p r i n g S t e d City of Eagan, Minnesota. Proposal to Provide Executive Recruitment for a City Administrator 9 Springsted Support Team Along with the corporate office staff in Saint Paul that will provide support services and administrative assistance in the search process, Springsted has other upper Midwest regional offices in Milwaukee Wisconsin, Des Moines, Iowa and Kansas City, Missouri. We will call upon the staff in these offices to assist in recruiting and identifying qualified candidates for the position. Our key staff members in these offices are former local government administrators and managers that are active in the profession, in their region and in assisting in search processes. This "bench strength" will ensure that our recruitment strategy and results are thorough and comprehensive. Ms. Klumpp and members of the Springsted team are involved in the League of Minnesota Cities, the Association of Minnesota Counties, the Minnesota Association of County Administrators (MACA), the Minnesota City /County Management Association (MCMA) and the International City /County Management Association (ICMA). Our team members in regional offices are also involved in their respective local government professional associations. These contacts will be used in the recruitment of top quality candidates. Project Costs Springsted's professional fee to provide all of the search services outlined above is $12,875. This is a not -to- exceed fee and will not change unless additional services are requested by the City. Out -of- pocket costs for this project, include such things as travel, position advertising (generally between $1,250 to $1,750) and background records checks ($400 each). We work with the City to determine when to conduct the background checks; this decision will impact the total not to exceed out of pocket costs. The individual out of pocket costs vary per search and our intent is to keep them to a minimum. For the City of Eagan, we do not anticipate out of pocket costs to exceed $2,500. All of these costs will be itemized within the invoice. We will track these carefully and report on the progress of out of pocket expenses as the search proceeds. Springsted Incorporated has a long history of carrying professional liability insurance for the protection of our firm, as well as our clients. Our policy limits are $2,000,000 per occurrence and $2,000,000 aggregate, with a deductible based on services being provided. We are providing various references for you to contact if desired. These references will give you an excellent understanding of how we work with different types of executive search processes. Please feel free to contact any one of these references. Each of these search projects was distinct and is representative of the Springsted's team's capabilities, professionalism and working relationship with the entity. City of Eau Claire, Wisconsin City of Coon Rapids, Minnesota City Manager, 2012 City Manager, 2006 Ms. Kerry Kincaid, Council President Honorable Tim Howe, Mayor 715- 831 -1013 763 - 755 -8850 Springsted City of Eagan, Minnesota. Proposal to Provide Executive Recruitment for a City Administrator M City of Elk River, Minnesota City Administrator, 2011 Honorable John Dietz, Mayor 763 -441 -5783 Mr. Cal Portner, City Administrator 763 - 635 -1001 Association of Minnesota Counties (AMC) Executive Director, 2010 Mr. Jim McDonough, Ramsey County Commissioner (Committee Chair) 651- 266 -8365 Jeff Spartz, Executive Director 651 -789 -4325 City of Brooklyn Park, Minnesota City Manager, 2007 Mr. Mike Trepanier, City Council Member 763 -425 -1822 Mr. Jamie Verbrugge, City Manager 763 - 493 -8001 Ramsey County, Minnesota County Manager, 2008 Mr. Jim McDonough, Commissioner 651- 266 -8365 Ms. Julie Kleinschmidt, County Manager 651- 266 -8000 Ongoing Services and Guarantee City of Racine, Wisconsin Parks, Recreation and Cultural Services Director, 2012 Police Chief, 2012 Commissioner of Public Works, 2011 Public Health Administrator, 2010 Mr. Scott Letteney, Deputy City Attorney 262- 636 -9448 Mr. Tom Friedel, City Administrator 262- 619 -2540 City of Marshfield, Wisconsin City Administrator, 2010 Honorable Chris Meyer, Mayor 715 -384 -2919 Steve Barg, City Administrator 715- 387 -6597 Jackson County, Michigan County Administrator /Comptroller, 2011 Mr. James (Steve) E. Shotwell, Jr., Chairman 517- 748 -0253 Mr. Michael Overton, Administrator /Controller 517- 768 -6621 Our commitment to the City Council does not stop after the appointment of the City Administrator. We are available throughout the first year to facilitate a discussion about performance issues (if they arise) and /or to assist in establishing goals and objectives for the new City Administrator. We will contact the Administrator every three months to find out how he /she is performing and to check in to answer questions or provide information as requested in the transition. At the time of the hiring we will provide the City Council and incoming Administrator with ideas on how to successfully transition to a new position. At this point in the process it is important to be flexible and adapt a future process to the needs, expectations and desires of the City and successful candidate. Experience shows that involvement and participation of the search consultant is a function of the experience, skills and background of the newly appointed Administrator. p r I n g s t e d City of Eagan, Minnesota. Proposal to Provide Executive Recruitment for a City Administrator Springsted will also perform another executive search if the new City Administrator voluntarily resigns absent a Council request for resignation or is dismissed for cause during the first 24 months of employment. The guarantee search and other ongoing services are provided at no additional cost to the City other than reimbursement for actual direct expenses we incur. S p r I n g 't e d City of Eagan, Minnesota. Proposal to Provide Executive Recruitment for a City Administrator R APPENDIX I List of Executive Searches List of Year e e •e Executive Searches by e• of Client Type of Entity Type of Executive Search Population 2007 City of Sherburn, MN City Administration 1,082 2007 City of Chesapeake, VA City 199,184 2007 City of Fredericksburg, VA City Other 19,279 2007 City of Hopewell, VA City Administration 22,354 2007 City of Staunton, VA City Administration 23,853 2007 City of Grand Rapids, MN City Administration 8,790 2007 City of Brooklyn Center, MN City Administration 27,901 2007 City of Northfield, MN City Community /Economic Development 19,413 2007 City of Saint Paul, MN City Fire 286,620 2007 City of Oak Grove, MN City Administration 8,249 2007 City of Hopewell, VA City Police 22,354 2007 City of Wanamingo, MN City Administration 1,055 2008 City of Bristol, VA City Community /Economic Development 17,367 2008 City of Mounds View, MN City Administration 12,680 2008 City of Brooklyn Park, MN City Administration 71,942 2008 City of East Grand Forks, MN City Administration 8,601 2008 City of Fairmont, MN City Engineer 10,720 2008 City of Marshall, MN City Administration 13,031 2008 City of Prior Lake, MN City Finance 21,542 2008 City of Shorewood, MN City Administration 7,499 2008 City of Chesapeake, VA City Public Works 199,184 2008 City of Worthington, MN City Administration 11,349 2008 City of Brooklyn Center, MN City Public Works 27,901 2008 City of Greensboro, NC City Administration 223,891 2008 City of Danville, VA City Administration 48,411 2008 City of Sherburn, MN City Administration 1,082 2009 City of Bristol, VA City Public Works 17,367 2009 City of Estherville, IA City Administration 6,360 2009 City of Fredericksburg, VA City Community /Economic Development 19,279 2009 City of Lake Elmo, MN City Administration 7,695 2009 City of Winchester, VA City Administration 23,585 2009 City of Bristol, VA City Administration 17,367 2009 City of Weyauwega, WI City Police 1,900 2010 City of Urbandale, IA City Human Resources 29,072 2010 City of Warren, MN City Administration 1,563 2010 City of Watertown, MN City Administration 4,081 2010 City of River Falls, WI City Fire 12,560 2010 City of Charlottesville, VA City Administration 45,049 2010 City of Marshfield, WI City Administration 18,800 2011 City of Hopewell, VA City Police 22,354 2011 City of Petersburg, VA City Administration 33,740 2011 City of Racine, WI City Public Works 81,855 2011 City of Decorah, IA City Administration 8,172 2011 City of Willmar, MN City Administration 18,948 2011 City of Grain Valley, MO City Administration 5,160 2011 City of Dyersville, IA City Police 4,035 of , pringsted by o• of Year Client Type of Entity Type of Executive Search Population 2011 City of Gardner, KS City Administration 9,396 2011 City of Elk River, MN City Administration 22,550 2011 City of St. Anthony, MN City Administration 8,226 2011 City of Salisbury, NC City Administration 26,462 2011 City of Shawnee, KS City Finance 47,996 2011 City of Manassas, VA City Administration 35,135 2012 City of East Grand Forks, MN City Public Works 8,601 2012 City of Warren, MN City Public Works 1,563 2012 City of Racine, WI City Police 81,855 2012 City of Eau Claire, WI City Administration 61,704 2012 City of Martinsville, VA City Administration 15,416 2012 City of Saint Paul, MN City Finance 286,620 2012 City of Wilmington, NC City Attorney 75,838 2012 City of Petersburg, VA City Attorney 33,740 2012 City of Racine, WI City Parks &Recreation 81,855 2012 City of Scandia, MN City Administration 4,189 2012 City of Brainerd, MN City Administration 13,590 2012 City of Albertville, MN City Administration 7,044 2012 City of Fredericksburg, VA City Human Resources 19,279 2012 City of East Grand Forks, MN City Fire 8,601 2012 City of Rockville, MD City Administration 47,388 2012 City of Morehead City, NC City Administration 7,691 2012 City of High Point, NC City Fire 85,839 2012 City of Sun Prairie, WI City Administration 29,364 2012 City of Winchester, VA City Administration 23,585 2007 Amelia County, VA County Administration 11,400 2007 Orange County, VA County Finance 25,881 2007 Orange County, VA County Information Technology 25,881 2007 King George County, VA County Finance 16,803 2007 Chesterfield County, VA County Administration 259,903 2007 Stafford County, VA County Administration 92,446 2007 Orange County, VA County Community /Economic Development 25,881 2007 Orange County, VA County Administration 25,881 2007 Orange County, VA County Public Works 25,881 2007 Spotsylvania County, VA County Planning 90,395 2008 Stafford County, VA County Administration 92,446 2008 Caroline County, VA County Finance 22,121 2008 Crow Wing County, MN County Administration 62,500 2008 Dodge County, WI County Administration 85,897 2008 Gloucester County, VA County Administration 34,780 2008 Gloucester County, VA County Attorney 34,780 2008 Stafford County, VA County Utilities 92,446 2008 King George County, VA County Administration 16,803 2008 Roanoke County, VA County Administration 85,778 2008 Montgomery County, NC County Finance 11,771 List of • e •• Executive Searches by e• of Year Client Type of Entity Type of Executive Search Population 2008 Caroline County, VA County Utilities 22,121 2008 Ramsey County, MN County Administration 508,640 2009 Nobles County, MN County Finance 20,578 2009 Ogle County, IL County Administration 53,497 2009 Winona County, MN County Administration 49,985 2009 Goochland County, VA County Administration 16,863 2009 Chesterfield County, VA County Administration 259,903 2009 Goochland County, VA County Attorney 16,863 2009 Dodge County, MN County Administration 20,087 2009 Arlington County, VA County Administration 189,453 2010 James City County, VA County Administration 48,102 2010 Shenandoah County, VA County Administration 35,075 2010 Stafford County, VA County Attorney 92,446 2010 Lunenburg County, VA County Administration 13,146 2010 Fluvanna County, VA County Administration 20,047 2010 Russell County, VA County Administration 30,308 2010 Arlington County, VA County Public Works 189,453 2010 Powhatan County, VA County Attorney 22,377 2010 Prince George County, VA County Administration 33,047 2011 Steele County, MN County Administration 36,576 2011 St. Louis County, MN County Human Resources 200,266 2011 Northampton County, VA County Planning 13,093 2011 Orange County, VA County Finance 25,881 2011 Arlington County, VA County Human Resources 189,453 2011 Jackson County, MI County Administration 160,248 2011 Chesterfield County, VA County Administration 259,903 2011 Northampton County, VA County Finance 13,093 2011 Lunenburg County, VA County Administration 13,146 2011 Stafford County, VA County Planning 92,446 2011 Thomas Jefferson Partnership for Economic Development, VA County Executive Director 25,881 2012 Accomack County, VA County Information Technology 33,164 2012 Washington County, MN County Administration 238,136 2012 Botetourt County, VA County Administration 30,495 2012 Northampton County, VA County Finance 13,093 2012 Orange County, VA County Attorney 25,881 2012 Stafford County, VA County Administration 92,446 2012 Pierce County, WI County Administration 36,804 2012 Goochland County, VA County Community /Economic Development 16,863 2012 Roanoke County, VA County Police 85,778 2012 Dakota County, MN County Administration 400,675 2012 Polk County, MN County Administration 31,369 2012 Kittson County, MN County Administration 4,552 2012 Becker County, MN County Administration 30,646 2012 Accomack County, VA County Police 33,164 2012 Madison County, VA County Administration 12,520 2012 Beltrami County, MN County Administration 42,271 List of e e •e Executive Searches by e• of Year Client Type of Entity Type of Executive Search Population 2010 Scott - Carver- Dakota CAP Agency Agency Executive Director 2011 Arrowhead Regional Corrections, MN Agency Executive Director 2011 Tri- County Community Corrections, MN Agency Executive Director 2011 Scott County Community Development Agency Authority Executive Director 2011 Riverside Regional Jail Authority Authority Superintendent 2012 Red Wing Port Authority, MN Authority Executive Director 2012 Williamsburg Area Transit Authority, VA Authority Administration 2007 Accomack - Northampton Planning District Commission, VA Commission Administration 9,133 2008 Richmond Regional Planning District Commission Commission Executive Director 2008 Thomas Jefferson Planning District Commission, VA Commission Executive Director 2011 George Washington Regional Commission, VA Commission Executive Director 2012 Quad Cities Community Television, MN Commission Administration 94,497 2010 Association of Minnesota Counties Non - Profit Executive Director 2012 Northwestern Mental Health Center, MN Non - Profit Administration 2008 Independent School District No. 0152 (Moorhead), MN School District Superintendent 2009 Independent School District No. 0013 (Columbia Heights), MN School District Finance 19,496 2010 Independent School District No. 0113, MN School District Superintendent 2010 Independent School District No. 0047 (Sauk Rapids), MN School District Superintendent 2010 Independent School District No. 2752 (Fairmont), MN School District Superintendent 10,666 2010 BlueSky Charter School, MN School District Administration 2011 Independent School District No. 0113, MN School District Superintendent 2011 Independent School District No. 0111 (Watertown- Mayer), MN School District Superintendent 2007 Town of Front Royal, VA Town Administration 13,589 2007 Town of Fishers, IN Town Fire 37,835 2008 Town of Windsor, VA Town Administration 925 2008 Town of Collierville, TN Town Community /Economic Development 43,965 2009 Town of Dumfries, VA Town Administration 4,937 2009 Town of Brownsburg, IN Town Administration 21,285 2011 Town of Christiansburg, VA Town Administration 21,041 2011 Town of Carrboro, NC Town Administration 16,782 2012 Town of Ocean City, MD Town Administration 7,102 2012 Town of Dumfries, VA Town Administration 4,937 2012 Willmar Municipal Utilities Commission, MN Utility Executive Director 19,610 2010 Village of Winnetka, IL Village Administration 12,187 2011 Village of Osceola, WI Village Administration 2,421 2011 Lake of the Woods Association, VA Other Prof Svcs Executive Director 2012 Lake of the Woods Association, VA Other Prof Svcs Executive Director C Rimeyer Fursmon Executive Search I Siralegles August 20, 2012 Mayor Mike Maguire C/O Dianne Miller Assistant City Administrator City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 -1810 RE: Professional Services — City Administrator Recruitment Dear Mayor Maguire and Council Members Bakken, Fields, Hansen and Tilley phon 1651.204.0441 loll free 11.888.149.2895 lux 1651.344.0151 web I www.bllmgroup.com moil 11666 Village Troll Eust I Sulle 11 Maplewood, MN 55109 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 and the citizens of Eagan in the recruitment and selection of your next City Administrator. Picking the City Administrator is the most important function you will undertake together. This is especially true considering the guidance and legacy Tom Hedges has provided the community over the past 36 years. We trust our process, skill 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 6 years of executive search experience. Company founder, Jim Brimeyer will act as senior advisor on the search as well. Combined, we have conducted over 500 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 very proud of our association with the City of Eagan and would be delighted to have the opportunity to work with you again. Thank you again for your consideration. Very truly yours, Dr. Richard Fursman Ed. D. President For additional information about Brimeyer Fursman, please visit www.brimgroup.com Brimeyer Fursman, LLC Executive Search 1666 Village Trail E Suite 7 Maplewood, MN 55109 651.338.2533 richardf irsnta wit` smaiLcont DI ta�18 Proposal for Executive Search Services City Administrator �Iqi:'� PROUD TO BE A VETERAN OWNED & OPERATED J BUSINESS Cover Letter Introduction Firm Exper Approach anq ei�c _� _es Overview -.----_- Prin Assigned to Your Search Detailed Plan of Action Steps and Services Provided Organization Assessment Position Profile Development Recruiting Plan Progress Report Interview Process Onboarding and Follow up G uarantee 12 Time Table 12 Fees and E xpenses 13 Payment Pohcy 4 References (Current and Most Recent Similar Appendix A Assignments) Partial Client History (list) Appendix B 6 6 7 8 9 10 g. Introduction Statement of The City of Eagan is seeking assistance with the hiring of their Understanding next 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 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, Richard Fursman and, now senior adviser, Jim Founded 1991 Brimeyer have undertaken hundreds of similar projects in Minnesota, Iowa, Wisconsin, Nebraska, 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. Together, Mr. Brimeyer and Mr. Fursman completed over 500 management searches in the Midwest and have assisted over 200 organizations in other Organization Development efforts. Brimeyer Fursman, LLC is now the industry leader in the process of "Onboarding" or preparing the Organization and new Administrator 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 Administrator's entry and transition. Current City Manager The firm is currently at the final stage of the City Manager search Search Engagements process with the City of Indianola, Iowa, and is competing phase I of III with Waverly Iowa. Similar Searches Richard Fursman and associates of Brimeyer Fursman, LLC have 2011 -2012 conducted several hundred similar searches over the past decade; most recently, the cities of Adel and Knoxville, Iowa; New Richmond and Kimberly, Wisconsin and Hopkins, Medina, Edina, Forest Lake, Spring Park, Wayzata, Olivia, Chaska, Crookston, Apple Valley, Woodbury, Gilbert, Faribault, Albert Lea, and St. Cloud in Minnesota. (Please see reference list in) y " 3 ` City of Eaga�i, City Administrator Search ; _�2 �� Approach and Services Overview Search Approach Our approach to executive search promotes maximum input from the Mayor and Council, staff, and citizens 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 City 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 Summary (Executive Organization Search) Assessment and Develop Position Profile Phase II Recruitment of Best Candidates Meet individually with the Mayor and Council, Department Heads, and key staff. Meet with selected representatives from the community and /or conduct public forums. Develop and present Position Profile mm • Place announcements • Direct recruiting program • Collect and review resumes • Interview semi - finalists /Screen and evaluate • Prepare and present progress report • Assist elected board with the selection of top 5 candidates for interviews • Personality /Management Profile Phase III • Reference checks - credential verification Interview — credit report — criminal check Preparations and • Coordinate candidates' interviews Event • Prepare schedule, questions, review sheets • Monitor interviews, facilitate candidate review session • Develop compensation package • Assist with negotiations Phase IV • Onboarding: Socialization process to Onboarding assist new and existing leadership with the transition to a new Administrator. Follow -up Six and twelve months following the Administrator's start, we will assist with con ducting a full review. City of;Eagan, City Administrator Search _3 Principles Assigned to Your Search Richard will be the lead consultant on the project and will be involved in all aspects of the search. Jim will act as senior advisor on the project and will assist with strategy development, review of candidates and screening. Dr. Richard Fursman, President: Richard joined Brimeyer Fursman in 2007 and has conducted 20 searches over that time period. Richard has over 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. He was awarded the title of Credentialed Manager by the International City /County Management Association. Richard is a past board member of the Minnesota City /County Management 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. Jim Brimeyer, Senior Associate: As founder of Brimeyer Fursman, Jim has been helping communities for over 25 years in executive search efforts for administrative positions throughout the Midwest. Jim has twenty years' experience in public sector management in four cities - three as City Manager, including his last position in St. Louis Park, Minnesota. He also served in Worthington, Ohio and Wood Dale, Illinois. He began his career as Assistant City Manager in Park Ridge, Illinois after obtaining a Master's degree in Public Administration from Northern Illinois University. Jim is a member of the International City /County Management Association, Metropolitan Area Management Association, and Minnesota City Management Association. In December 2003, Mr. Brimeyer completed his second four -year term as City Council member at -large in St. Louis Park, Minnesota. He is past President of the Ohio City Management Association, St. Louis Park Rotary, and the Rotary Foundation Board. In March, 2011 Jim was appointed by the Governor to a four year term on the Metropolitan Council. The Met Council is a regional agency responsible for regional planning and for transit and wastewater operations in the seven county Twin Cities region. Ci of Ea an Cify AdiimiSfratorearch 4 Irina Fursman interviews and fact finding. She will be involved with facilitation and community contacts. She will also handle candidate logistics during the final interview stage accounting for 10% of the project. Irina is Vice President of Brimeyer Fursman, coordinating all facilitation and community contacts. 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 Master's of Science Degree in Mathematics and Computer Science before moving to the United States in 2002. Irina has co- facilitated over 30 strategic planning sessions with cities and businesses. She has worked with over 20 communities during the search process with facilitating community discussions, research for profile development, and coordinating candidate 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. :J` _ CitgKof Eagan, City AdmmistratoY Search 5 ,. Detailed Plan of Action Steps and Services Provided by Brimeyer Fursman,LLC Phase I Each search process begins with a careful assessment of the Organization Assessment current state of the organization. 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 manager. 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: 1. Interviews 2. Focus Groups 3. Questionnaires 4. Review of artifacts Employee Engagement Engaging as many stakeholders as possible in this first step of the & Citizens Engagement 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 Manager must function. We encourage meetings with citizens to further assess the climate of the community with the use offorums and individual interviews. We will encourage that a Citizens Advisory Committee be used during profile development and interviewing. 1., ._ City of Eagan, City Adinrtlistrato� Search �, 6 , Establishing and A successful search has a thorough definition and agreement by Evaluating Expectations the Mayor and City Council on each aspect of the position. During this initial phase, our consultants will meet collectively and individually with the Mayor and City Council members, Department Directors and Administrators, 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 study An organizational review and city Administrator search should be Coordinated with a coordinated process whose elements happen together. The Manager ,search information from the organizational review /assessment is essential for the successful recruitment of the new Administrator. The same analysis becomes the foundation for a plan of action for the new Administrator once they start. We will pay considerable attention to establishing organizational 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. Position Profile Recruiting Brochure After drafting the Profile, we will meet with the Mayor and City Council as a group to discuss the critical specifications of the position. A great deal of emphasis placed on the agreement of this analysis. Without this information, it is difficult to determine how potential candidates will affect the City's plans and organizational team. The final Position Profile, after approval by the Mayor and City Council, becomes the document against which we evaluate prospective candidates. Y NIz ry, n' City of Ewan YCity Administrator Search ;�{ 7 �- PHASE II Develop and Implement an Approved Recruitment Plan Place Announcements Recruit Candidates Recruitment Ads ICMA: International City Managers Association Gov't .lobs Linked-IN Brinigroup Web Page League of Iowa Cities Neighboring Leagues The Position Profile serves as the primary recruitment tool as a means of identifying the scope of the position and highlighting the unique characteristics and qualities of the community. Once the Profile is approved, we will prepare and conduct a comprehensive program to contact candidates and determine sources of candidates. 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 Eagan 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 all 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 Eagan. Review Resumes and Screen Candidates 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. "� f City of Eagan, City Adm»nistrator Search Assessment Tools Cover letter & resume review Short essays on topics related to the position Writing sample Summary of accomplishments Insights management profile One -on -one interviews 360 Degree Reference Review Full Credit Report Credential Check Criminal Check We use a variety of techniques to "discover" the candidates who will have the greatest chance of success. Research shows that past performance is the greatest indicator of future success. We spend a great deal of time reviewing the accomplishments and lessons learned on mistakes with each candidate. Additionally, we profile management styles and capabilities of each candidate through testing and interviews. Brimeyer Fursman is authorized to administer the Insights Discovery Personality Profile System. The results will cover motivation and behavior patterns, management strategies, identification and management of conflict areas. The City 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 Mayor and City 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 Mayor and City 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 Mayor and City Council once the finalists are selected. E 4 ;. a� Ci of Eag n City Admirnx�tr,.ato�r� S4earM 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' job 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 Mayor and City 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 Mayor and City 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 Mayor and City Council. • A consultant will be present at each interview. Selection After the interviews, we will meet with the Mayor and City Council to review the individual ratings and assist in determining the top candidate. The consultant will assist in this process to the extent requested by the Mayor and City Council. We take responsibility for notifying all unsuccessful candidates each time the candidate pool is narrowed down. Negotiating Brimeyer Fursman, will take great care that the City of Eagan Compensation 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 Eagan with the selected candidate. f` - v r `C�ty of =Eagan, City Administrator Search 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. Phase Iii Onboarding — Preparing for change • 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 Eagan 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 senior -level managers into an organization. The goal is to prepare Managers to succeed in their jobs as quickly as possible. Brimeyer Fursman will meet with the directors and key staff, Mayor and City 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 their new supervisor. Items covered include effective communication, setting expectations, clarification of roles and responsibilities, a review of the culture and other norms. FOLLOW UP If requested by the Mayor and City Council, we will assist in Performance Review conducting a performance evaluation of the selected City Administrator between six and twelve months of employment. We will develop a Work Program that will contain objectives for the Administrator to accomplish in the ensuing six to twelve months. ��C y Guarantee Brimeyer Fursman offers an 18 month guarantee on the effectiveness of the City Administrator, provided the Mayor and City Council and Brimeyer Fursman agree that all phases of the process have been successfully completed. Should the Mayor and City 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. Should there be substantial changes in the political situation at the City of Eagan 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 Mayor and City Council and Brimeyer Fursman. Brimeyer Fursman will not recruit candidates we have placed with your organization. Ti T Brimeyer Fursman LLC will work with the Council on the (Subject to your timing of the search. We will work closely with you to work needs /changes) through scheduling difficulties. The following is a suggestion that will likely be altered to fit everyone's schedules. Highlighted activities require full Council participation Authorization to proceed Kick -off Meeting with Council Profile Data Collection (with interviews of Council, Community, Staff) Approve Position Profile Start Recruitment Deadline for Applications Screen and Review Candidates Progress Report/Select Finalists Reference and Credential Checks Interviews Start of New Administrator Onboarding Session with New Administrator and Council September 2012 September 18 September 10 -20 October 2 October 3 November 9 November 9 - 17 November 21 November December 8/9 End of January 2013 At start f, t ,� i. ii__ x� City of Eagan, Cijy Administrator search 12 Total Search Fee Expenses (Not to exceed) TOTAL (Not to exceed) Phase I Develop Position Profile • Meet individually with the Mayor and City Council, Department Heads, and key staff • Meet with selected representatives from the community and /or conduct public forum • Develop, present, and Position Profile Phase II Recruit and Screen Candidates • Place Announcements • Direct Recruiting, Send Profiles • Review Resumes • Screen and evaluate candidates • Prepare and present Progress Report (progress .report will be delivered in i person and contain profiles of 10 -12 candidates who demonstrate the best fit. Here the council selects the top 5 for interviews. Phase III Interviews and Background Checks • Reference checks /credential verification • Personality Profile assessment instrument • Schedule and coordinate candidates' interviews with the assistance of City staff • Participate in interviews • Develop compensation package • Participate in negotiations $12,900 $2,000 $14,900 $5,500 (41,500 Discount for Current Client) $4,000 $4,900 $4,000 • Fir Performance Evaluation Expenses only i Expenses Typical expenses include copies and supplies, position advertising (League Web Sites, Not to Exceed ICMA, Minnesota City Managers Association, Linked -IN), credential and criminal $2, 000 background checks, etc. The expenses are for 5 finalists. Expenses for additional finalists will be billed at $300 each. This estimate does not include costs associated with candidates' expenses for the final interview such as airfare for out of state candidates, hotels, meals and others. These expenses are influenced by the following factors: number of candidates invited to interview, location of candidates, spouse and family attendance, meals and hotel accommodations provided. For local candidates, the cost is typically zero. Phase IV: Additional services after the Manager is hired If the council desires, we will facilitate onboarding of the new Administrator to help clam 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 Administrator is on the job. ' - City of gaga ",. City AdmmYS�ratoir Search 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 City Council terminates this agreement during the search, we will retain the progress payments to that point. Richard Fursman, President Date Brimeyer Fursman LLC Mike Maguire, Mayor City of Eagan, Minnesota Date r, Ill 7. k ✓} t i, ,, a i f ��' ,Clty of �algan,Cly Adtii lst.`tor Stafrc ,� �p14, - Appendix A Reference List Mayor Gene Maxwell Mayor Ken Willcox City of Hopkins City of Wayzata, MN 1010 l st St S, 600 Rice Street East Hopkins, MN 55343 Wayzata, MN 55391 (952) 210 -5169 Home: 952- 475 -0092 July 2011 Office: 952- 922 -5569 City Manager E -Mail: KenWillcox@wayzata.org Population — 18,000 June 2012 City Manager Search Mayor Mary Hamann- Roland Population — 4,000 City of Apple Valley 7100 147th St. W. Mayor Doug Pierce Apple Valley, MN 55124 City of Norwalk, Iowa (952) 237 -0001 1162 Columbine Court Finance Director — 2010 Norwalk, IA 50211 Population — 50,000 Email: mayor @ci.norwalk.ia.us Home Phone: 515.285.0894 Mayor Tom Crosby June 2012 City of Medina, MN City Manager Search 2052 County Road 24 Population — 9,500 Medina, MN 55340 (612) 332 -9111 City Manager James Verbrugge June 2011 Manager City of Brooklyn Park City Administrator Organization Review and Restructure Population — 5,000 520085 th Ave North Brooklyn Park, MN 55443 (763)493 -8001 2009 -2011 Population — 75,000 APPENDIX B A Sampling of Brimeyer Fursman. llc, Search Assignments 1. City Manager - Roseville, MN (pop. 36,000) 2. City Administrator - Lakeville, MN (pop. 23,000) 3. City Manager - New Brighton, MN (pop. 24,000) 4. City Administrator - Hastings, MN (pop. 15,000) 5. City Administrator - Cottage Grove, MN (pop. 24,000) 6. City Manager - St. James, MN (pop. 5,000) 7. City Manager - Brooklyn Park, MN (pop. 6o,000) 8. City Administrator - Little Canada, MN (pop. 1o,000) 9. City Manager - Hopkins, MN (pop. 16,000) lo. City Manager - Bemidji, MN (pop. 24,000) 11. City Administrator -Hibbing, MN (pop. 20,000) 12. City Administrator - Hermantown, MN (pop. 7,000) 13. Clerk /Administrator - Mounds View, MN (pop. 12,000) 14. City Administrator -Orono, MN (pop. 7,000) 15. City Administrator - South St. Paul, MN (pop. 24,000) 16. Village Manager - Village of Hazel Crest, IL (pop. 15,000) 17. City Manager - Robbinsdale, MN (pop. 15,000) 18. City Administrator - Becker, MN (pop. 1,000) 19. City Administrator - Arden Hills, MN (pop. 1o,000) 20. City Administrator - Sandstone, MN (pop. 2,000) 21. County Administrator - Chisago County, MN 22. City Manager - Prior Lake, MN (pop. 12,000) 23. City Administrator - Luverne, MN (pop. 4,400) 24. City Manager - Columbia Heights, MN (pop. 19,000) 25. City Manager - Webster City, IA (pop. 8,600) 26. City Coordinator - Minneapolis, MN (pop 370,000) 27. City Administrator - Pipestone, MN (4,500) 28. City Administrator - Marshall, MN (pop. 12,000) 29. City Administrator - Oak Park Heights, MN (pop. 3,700) 30. City Administrator - Rosemount, MN (pop. 1o,000) 31. City Manager - St Anthony, MN (pop. 8,000) 32. City Manager - Carroll, IA (pop. 8,000) 33• City Administrator - Savage, MN (pop. 12,000) 34• City Manager - Sheldon, IA (pop. 5,000) 35• City Administrator - Emmetsburg, IA (pop. 4,000) 36. County Coordinator - Benton County, MN (pop. 30,000) 37. City Manager - Mankato, MN (pop. 31,500) 38. City Administrator - North Mankato, MN (pop. 11,000) 39• City Manager - Robbinsdale, MN (pop. 14,000) 40. City Administrator - Worthington, MN (pop. 1o,000) 41. City Administrator - Farmington, MN (pop. 6,870) 42. City Administrator - Mounds View, MN (pop. 12,600) 43• Clerk /Administrator - Centerville, MN (pop. 2,000) 44• County Administrator, St. Louis County, MN (pop. 198,000) 45• City Administrator - Northfield, MN (pop. 15,200) 46. City Manager - Columbia Heights, MN (pop. 19,000) 47. City Manager - Benson, MN (pop. 3,500) 48. City Manager - Storm Lake, IA (pop. 9,000) 49• City Manager - West St. Paul, MN (pop. 19,000) 50. Coordinator - Bryant Neighborhood, Minneapolis 51. Council Administrator - Red Wing, MN (pop. 151700) 52. City Manager - Maquoketa, IA (pop. 6,000) 53• City Manager - Spencer, IA (pop. 11,600) 54• City Administrator - Cottage Grove, MN (27,726) 55• City Administrator - St. Peter, MN (pop. 1o,000) 56. City Administrator - Minnetrista, MN (pop. 3,900) 57. City Administrator - Mahtomedi, MN (pop. 6,800) 58. City Manager - Montevideo, MN (pop. 5,500) 59• City Administrator - Charles City, IA (pop. 8,000) 6o. City Manager - West Liberty, IA (pop. 3,000) 61. City Administrator - Mora, MN (pop. 3,000) 62. City Administrator - Baxter, MN (pop. 4,800) 63. City Administrator - Waukee, IA (pop. 3,500) 64. Clerk /Administrator - St. Joseph, MN (pop. 4,500) 65. City Administrator - Sauk Rapids, MN (pop. 1o,000) 66. City Administrator - Park Rapids, MN 67. City Administrator - Dyersville, IA (pop. 3,800) 68. City Administrator - Fergus Falls, MN (pop. 13,000) 69. City Manager - Brookings, SD (pop. 18,000) 70. City Administrator - West Burlington, IA (pop. 3,000) 71. City Administrator - Wayne, NE (pop. 5,000) 72. County Administrator - Becker County, MN (pop. 30,000) 73. City Administrator - Sauk Centre, MN (pop. 3,800) 74. City Administrator - Mounds View, MN (pop. 12,900) 75. City Administrator -Shorewood, MN (pop. 7,000) 76. City Administrator - Andover, MN (pop. 25,000) 77. City Administrator - Waconia, MN (pop. 6,000) 78. City Manager - New Ulm, MN (pop. 14,000) 79. City Administrator - East Grand Forks, MN (pop. 8,000) 80. City Administrator - Stillwater, MN (pop. 16,000) 81. City Administrator -Farmington, MN (pop. 1o,000) 82. City Administrator - Minnetrista, MN (pop. 4,400) 83. City Administrator - Lake City, MN (pop. 5,000) 84. City Administrator - Sartell MN (pop. 1o,000) 85. City Manager - Moorhead, MN (pop. 32,000) 86. County Administrator ❑ Rice County, MN (pop. 57,000) 87. City Administrator — Northfield, MN (pop. 17,500) 88. City Administrator — Austin, MN (pop. 23,000) 89. City Administrator — South St. Paul, MN (pop. 20,167) 9o. City Administrator — Newton, IA (pop. 16,000) 91. City Administrator — Mahtomedi, MN (pop. 8,000) 92. City Manager — West Liberty, IA (pop. 3,300) 93• City Administrator — Lake Elmo, MN (pop. 7,387) 94• City Administrator — Melrose, MN (pop. 3,150) 95• Village Manager — Village of Shorewood, WI (pop. 12,000) 96. City Manager — Manchester, IA (pop. 5,000) 97. General Manager — Lake Panorama Association, IA 98. City Manager — Knoxville, IA (pop. 7,730) 99• City Manager — Yankton, SD (pop. 14,000) loo. City Administrator /Clerk — Cresco, IA (pop. 4,000) 1o1. City Manager /Public Works Director - Denison, IA (pop. 7,340) 102. City Manager — St. James, MN (pop. 4,700) 103. City Clerk- Administrator — Stewartville, MN (pop. 5,650) 104. City Manager — Bemidji, MN (pop. 13,000) 105. City Manager — Cedar Rapids, IA (pop. 120,000) 1o6. City Administrator — Ottumwa, IA (pop. 25,000) 107. City Administrator — Mason City, IA (pop. 29,000) 1o8. City Administrator — Worthington, MN (pop. 11,300) log. City Administrator /Clerk — Maple Plain, MN (pop. 2,100) no. County Administrator - Yellow Medicine County, MN 111. City Administrator — Lake Elmo, MN (pop. 8,000) 112. City Administrator — City of Minnetrista, MN (pop. 554 113. City Administrator — Staples, MN (3,100) 114. City Administrator — Arlington, MN (pop. 2,100) 115. City Administrator — Olivia, MN (2,570) 116. City Manager — Spencer, IA (pop. 11,317) 117. City Administrator — Detroit Lakes, MN (pop. 8,300) 118. City Manager — Moorhead, MN — (pop. 34 119. City Administrator — Osseo, MN — (pop. 2,500) 120. City Administrator — Owatonna, MN — (pop. 24255) 121. City Administrator —Gaylord, MN (pop. 2 , 2 93) 122. City Administrator — City of New Prague, MN (pop. 6,787) 123. City Administrator — City of Rosemount, MN (pop. 22 ,397) 124. City Administrator — Kenyon, MN (pop. 1,696) 125. City Manager — City of Canton, SD (pop. 3,110) 126. City Manager — City of Aberdeen, SD (pop. 25,000) 127. City Administrator — City of Newport, MN (pop. 3565) 128. City Administrator — City of Hermantown, MN (pop. 9,192) 129. City Administrator — City of Barnesville, MN (pop. 2,200) 130. City Clerk /Administrator — City of Caledonia, MN (pop 3,000) 131. City Manager — City of Albert Lea, MN (pop 18,000) 132. City Administrator — City of Arden Hills, MN (pop 1o,000) NON - PROFIT 1. Executive Director - Urban Concerns Workshops 2. Executive Director - Minnesota State Council on Disability 3. Executive Director - Local Government Information Systems 4. Manager, LRT Development - Regional Transit Board - Twin Cities 5. Executive Director - Cold Weather Resource Center 6. Executive Director - Minnesota Chiefs of Police Association 7. Executive Director - North Suburban Cable Commission and Access Corp. 8. Executive Director - League of Minnesota Cities 9. Executive Director - Family Violence Network 10. Executive Director - Southwest Minnesota Initiative Fund 11. Executive Director - PossAbilities of Southern Minnesota 12. Executive Director - Metropolitan Library Services Agency 13. Executive Director - Blue Earth Economic Development Authority 14. Executive Director - St. Cloud Housing and Redevelopment Authority 15. Executive Director - East Central Solid Waste Commission 16. District Administrator - Minnehaha Creek Watershed District 17. Library Director - Carver County 18. Center Administrator - Consolidated Public Safety Answering Point 19. Director of Finance and Administration - Lincoln Pipestone Rural Water Assoc. 20. President /CEO - Sheriffs Youth Programs of Minnesota 21. Executive Director - Dakota County Communications Center, MN 22. Executive Director - Rice Creek Watershed District 23. Assistant Finance Director, Detention Center - Steele County, MN 24. Chief Operating Officer - Senior Community Services, Twin Cities Metro 25. Executive Director - Dakota Communications Center, Dakota County MN PRIVATE SECTOR 1. Senior Account Manager - government leasing corporation 2. Senior Design Engineer and Production Manager - sign manufacturing company 3. Transportation Engineer - engineering consulting firm 4. Urban Planner - engineering consulting firm 5. Senior Engineer - engineering consulting firm 6. Manager of Administrative Services - architectural firm 7. Senior Associate - engineering consulting firm 8. Electrical Engineer - industrial engineering firm 9. Marketing Manager - architectural firm 10. Marketing Coordinator - architectural firm 11. General Manager - Minnesota Valley Country Club