10/02/2012 - City Council SpecialCity of Eagan to
TO: MAYOR AND CITY COUNCIL
FROM: CITY ADMINISTRATOR HEDGES
DATE: SEPTEMBER 28, 2012
SUBJECT: SPECIAL CITY COUNCIL MEETING / FINANCE DIRECTOR
INTERVIEWS—OCTOBER 2,2012,4:30 P.M.
A Special City Council meeting is scheduled for Tuesday, October 2 at 4:30 p.m.
in Conference Rooms 2A & 213. Dinner will be provided.
The interviews of the two (2) Finance Director finalists are scheduled to begin at
approximately 4:40 p.m. Each interview will be 20 to 30 minutes with discussion to
follow the second interview. The following background information is provided in
the enclosed binder for the October 2 meeting:
• October 2, 2012 Special City Council Meeting Agenda—Page
• Interview Schedule for October 2—Page =�
• Finance Director Position Description—Pages 3 through y
• Cover letters and resumes of the Finance Director applicants—Pages
through K)
• Interview questions (2 sets)—Pages 1\ through
If you have any questions in advance of the October 2 meeting, please feel free to
contact me.
/s/Thomas L. Hedq_ es
City Administrator
SPECIAL CITY COUNCIL MEETING
TUESDAY
OCTOBER 2, 2012
4:30 P.M.
CONFERENCE ROOMS 2A & 2B
EAGAN MUNICIPAL CENTER
AGENDA
I. ROLL CALL AND ADOPTION OF THE AGENDA
II. VISITORS TO BE HEARD
III. INTERVIEW DIRECTOR OF FINANCE CANDIDATES
IV. OTHER BUSINESS
V. ADJOURNMENT
POSITION TITLE:
DEPARTMENT:
ACCOUNTABLE TO:
CITY OF EAGAN
POSITION DESCRIPTI
Director of Finance
Finance
City Administrator
POSITION SUMMARY: The Director of Finance is a responsible supervisory and management
position that is responsible for the planning, organization and direction of the financial activities. The
position assists in the preparation of the annual City budget and annual financial report for all funds;
prepares special analysis, reports and studies as requested. Included in the work is participation in
broad policy matters affecting finance. This position is also responsible for the City's general
comprehensive insurance programs including workers' compensation and City purchasing. This
position is the Chief Financial Officer and Treasurer of the City.
ESSENTIAL POSITION FUNCTIONS:
1. Direct, evaluate and oversee the following:
• Financial affairs of the City including planning, development and implementation of sound
financial and accounting policies, practices and controls.
• Forecasting, estimating, and monitoring the financial condition of the City to assure the fiscal
well being of the City.
• Managing the investment of City monies.
• Managing the City's debt.
• Risk Management activities including workers' compensation coverage.
• Purchasing activities.
2. Establishment of annual departmental goals, objectives, and priorities.
3. Train and supervise personnel in a manner that will motivate and develop their full work potential.
4. Represent the City in various settings relative to financial matters, including serving on the Eagan
Fire Relief Association Board of Directors.
5. Work closely with the City Administrator on projects as assigned.
OTHER POSITION FUNCTIONS:
1. Other duties as assigned.
MINIMUM UALIFICATIONS:
A. GENERAL: Education, Experience, Supervision, Licenses, etc.
1. Bachelor's degree in business, accounting, public administration or closely related field.
2. Five years of responsible administrative supervisory experience in accounting, public finance or
public administration.
3
B. KNOWLEDGE, SKILLS AND ABILITIES:
1. Thorough knowledge of principles and practices of all aspects of public finance administration.
2. Ability to gain knowledge of all functions, organizations, staffing and operating procedures of all
City operations.
3. Ability to effectively supervise, plan, assign, direct and follow-up on work of subordinates.
4. Ability to communicate ideas, explanations and recommendations clearly both orally and in writing.
5. Ability to establish and maintain effective relationships with City employees, officials and citizens.
DESIRABLE QUALIFICATIONS:
1. CPA License
2. MBA or other advanced degree in related field.
SUPERVISION OF OTHERS:
1. Direct supervision of the Assistant Director of Finance.
2. Indirect supervision of all employees in the Finance Department.
3. Indirect supervision of employees in the Human Resources Department and the City Clerk
Department assisting with risk management and workers compensation.
WORK ENVIRONMENT/REQUIREMENTS:
1. Working Conditions:
• Almost 100% of time in office, primarily at desk.
• At times, activities can be stressful due to deadlines and workloads.
2. Physical Demands/Requirements:
• Ability to operate computer, copier, and telephone.
• Ability to file and retrieve documents in all drawers of a standard four -drawer file cabinet.
3. Work Hours and Schedules:
• Position is FLSA exempt.
LM
Finance Director Finalists
Interview Schedule
Tuesday, October 2, 2012
Conference Rooms 2A & 2B
4:40 - 5:00 p.m. Al Rolek
5:00 - 5:20 p.m. Tom Pepper
ALAN & ROLEK � l
988 COUNTY ROAD T
H Ali MOND, W1 54015
(763) 226-0225 (Cell)
arolekC:hotmail.com
August 20. 2012
Mr. Richard Fursman
Brimeyer Fursman
1666 Village Tr East, Suite 7
Maplewood, MN 55109
Re: Finance Director Position — City of Eagan
Dear Mr. Fursman:
Please accept this letter, along with the attached personal resume, as application for the position of Finance
Director with the City of Eagan. I would welcome the opportunity to meet and discuss the position with
you.
My career has been devoted to service in the public sector. I am certain that my experience and education
in the area of public finance and administration would be an asset to the City. During my career I have had
the opportunity to work for three municipalities, the most recent of which has been my tenure with the City
of Lino Lakes, a charter city in Anoka County. My experience has been broad-based and includes all
financial disciplines encountered at the local level.
During my tenure as the Director of Finance at the City of Lino Lakes I have had the responsibility of
managing the Finance Department, including supervision of 4 direct report positions. My duties include
responsibility and oversight of all financial accounting and reporting functions, payroll and benefit
administration, utility billing functions, budget preparation and administration, debt management, risk
management, IT administration, cash management and investments, and long-range financial planning as
well as other functions. I have been instrumental in developing and implementing a five-year financial plan
for operations and capital improvements for the city, implementing a revised budget format, and working
with the city's financial advisors and Moody's Investor Service to upgrade the city's bond rating four
times. The City has received the prestigious Certificate of Achievement for Excellence in Financial
Reporting from the Government Finance Officers Association each year during my tenure a-ith the city.
I have been active in my professional associations, assuming leadership roles at the state and national levels
of the Government Finance Officers Association; serving as President of MNGFOA in 2000 and as a
member of the Executive Board of the GFOA from 2006-2009.
1 feel that the position with the City of Eagan offers an opportunity to continue to expand my experience
and knowledge in the field of government finance, as well as allow me to share my experience and
financial leadership with the City.
I would welcome the opportunity to discuss the Finance Director position with you. I look forward to
hearing from you and to exploring how- I may be an asset to the City of Eagan.
Sincerely,
Alan J. Rolek
attachments
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ALAN J_ROLEK s:
988 COUNTY ROAD T
HAMMOND, WI 54015
(763) 226-0225 (Cell)
arolek@hotmail.com
OBJECTIVE:
To obtain a challenging position in government finance which allows me to use my training and
experience to their fullest extent.
EXPERIENCE:
April, 2000 Director of Finance. City
to Present of Lino Lakes. MN (Pop 20.400)
Responsible for overseeing all functions and staff of Finance
Department, preparation and maintenance of $16.6 million annual
budget, management of City's accounting records in compliance
with AICPA and GASB standards using generally accepted
accounting principles, payroll functions, utility billing, special
assessments, Treasury Management, MIS administration, Risk
Management, and all other duties applicable to the financial
operation of the City.
November, 1988 Finance Director/Treasurer. Cir,
to April, 2000 of _Shorewood. MN ( Pop 8.000)
Responsible for overseeing all functions and staff of Finance
Department, preparation and maintenance of $7.5 million annual
budget, management of City's accounting records in compliance
with AICPA and GASB standards using generally accepted
accounting principles, payroll functions, utility billing, special
assessments, investment of city funds, MIS coordination,
administration of City insurance policies, and all other duties
applicable to the financial operation of the City.
June, 1978 to Finance Mana er/Assistant to Administrator.
November, 1988 Cite of Falcon Heights. MN (Por 5.300
Responsibilities include maintaining all accounting records and
funds, work with City Administrator in preparation of a $1.1
million annual budget, payroll preparation, monthly reports,
investment of City funds, utility billing, coordination of purchasing
functions, coordination of personal computer applications and
other administrative duties.
v
ALAN J. ROLEK
988 COUNTY ROAD T
HAMMOND, WI 54015
(763) 226-0225 (Cell)
arolek@hotmail.com
EDUCATIONAL BACKGROUND:
Graduate work in Master of Arts in Public Administration Program, Hamline University, St.
Paul, MN
Bachelor of Arts Degree with emphasis in Finance and Public Administration, Metropolitan
State University, St. Paul, MN
Associate of Arts Degree in Accounting from Anoka -Ramsey Community College, Coon
Rapids, MN. Honors include selection to Phi Theta Kappa Honor Society and Dean's List.
Advanced Government Financial Institute, Government Finance Officers Association, University
of Wisconsin, Madison, WI
ASSOCIATIONS AND MEMBERSHIPS:
Active member of Government Finance Officers Association and Minnesota Government
Finance Officers Association. Served as an At -Large member on GFOA Executive Board and Ex
Officio to Committee on Treasury and Investment Management; served as a member of GFOA
Committee on Treasury and Investment Management; served in many capacities with MnGFOA,
including President, Past -President, President -Elect, Secretary, Treasurer, MnGFOA Executive
Committee Member At -Large, Chair of Conference Committee, Chair of Social Committee,
Chair of Selection Committee, member of several standing committees, Co -Chair of Sub -
Committee for 1994 National GFOA Conference in Minneapolis, MN.
HOBBIES AND OTHER INTERESTS:
Enjoy music, camping, fishing, hunting and golf.
References furnished upon request.
I
August 20, 2012
Brimeyer Fursman and City of Eagan leadership:
I am excited to submit my application for the Finance Director position. I have committed twenty years
of my career to serving the community of Eagan, and would welcome and esteem highly the opportunity
to continue my service to the staff, City Council, residents and businesses of Eagan in the role of Finance
Director.
By almost any measure, Eagan is the envy of the metro area. Resident surveys reflect satisfaction levels
that are unsurpassed in the Twin Cities area. Property taxes are relatively low. Recreation facilities and
amenities are exceptional. The business community is strong. Good city planning is evident all over. At
the same time, pressure is mounting at all levels of government to become smaller and more efficient—
to do more, or at least as much, with less. The challenge for Eagan's leadership in the years ahead will
be to maintain its high marks in the face of diminishing resources, and I believe the Finance Director will
have an important role in navigating the path to success.
I feel I bring three important qualities to the table in continuing the financial success that Eagan has
earned and enjoyed. First, I understand the history. I'm familiar with Eagan's fund structure, funding
sources, and overall financial position. More significantly, over the past twenty years, the
financing/funding approaches and strategies proposed by Tom Hedges and Gene VanOverbeke, working
in concert with the various Councils, have taught me what works successfully for our community and
given me a strong foundation to build upon.
Second, I am committed to building on the success of our existing components of long-term financial
planning by developing a comprehensive long-term financial plan that serves as a compass for both
current and future leadership. I envision a living document, assembled with guidance and input from
the Council, staff and consultants, and updated regularly as we adapt to the changing needs of our
maturing community and the changing world around us. We know that outside influences (the State,
for example) may continue to restrict our autonomy, and a long-term pian will help us proactively
prepare for and address such contingencies so that we are not forced to respond reactively.
Third, as a lifelong learner, I value and participate in professional development classes/conferences on
topics including accounting, budgeting and financial management, internal controls, investments,
supervision, debt issuance, property taxation, tax increment financing, pensions and legislative updates
The City has my commitment to continue to learn, and to use my skills and experience to move Eagan
forward by adopting best practices and creative solutions.
I look forward to the opportunity to meet with you and elaborate on the skills, abilities and desire I have
to serve the Council, staff and community of Eagan as its Finance Director.
Sincerely,
Thomas W.. Pepper
4804 Valley View Road
Edina, MN 55424
tom pepper@ corn cast. net
952.412.7385
CJ
Thomas W. Pepper
4804 Valley View Road, Edina, MN 55424 ce€I: 952.412.7385 tompepper@corncast.net
Relevant
Experience City of Eagan, MN
Chlef Financial Officer, 2001 -present
Assistant Finance Director, 1992-2001
• Manage the accounting, payroll, accounts receivable (including utility bills and
special assessments) and accounts payable functions, leading a staff of 7
® Communicate with City departments to ensure their financial and reporting
needs are being met and that our services to them are provided satisfactorily
• Perform treasury functions of managing cash flow needs and investing idle funds
• Coordinate and oversee completion of the Comprehensive Annual Financial
Report in accordance with the Government Finance Officers Association's
(GFOA) standards for excellence in financial reporting, including overseeing
preparation of journal entries and audit schedules for the annual financial
statement audit
® Draft and update financial management policies on an ongoing basis
• With staff member input, set department goals to align with the City's strategic
goals and needs
6 With other Budget Team members, prepare proposed annual budgets for
presentation to the City Council for their consideration
® Maintain banking, investment management, and fiscal advisor ( debt
management and bond issuance) relationships
® Analyze/forecast revenues and annually prepare and present the City's fee
schedule to the City Council for their consideration
• Monitor financial results, investigate significant budget to actual variances, and
communicate concerns to affected managers as appropriate
® Train and supervise staff to enhance performance, develop appropriate cross -
training, and provide opportunities for outside training and development
4D Participate in ongoing training and educational conferences and seminars to
ensure Eagan implements appropriate accounting standards and benefits from
best practices
® Represent the City on the Minnesota Valley Transit Authority's board as
alternate board member and member of the MVTA Finance Committee
• Represent the City as member of the Eagan Convention & Visitors Bureau
Finance Committee
Deloitte & Touche, Minneapolis, MN
Auditor/Senior Auditor, 1988-1991
Audited financial statements of companies in a variety of industries, including
large conglomerate (Honeywell), lumber manufacturing, property management,
financial services, non -profits, and local government (City of Eagan).
I
Thomas W. Pepper
4804 Valley View Road, Edina, MN 55424 cell: 952.412.73385 tornpepper@coricast.net
recognitions
Page 2
• One of 14 recipients since 1581 of the Minnesota Government Finance Officers
Association's Thomas J. Moran Award. The MnGFOA's highest award recognizes
extraordinary service in advancing the quality of public financial administration,
promoting the development and education of governmental accounting, and
promoting high standards in the field of government finance in Minnesota.
® Voted Most Outstanding Student by 150 fellow students for contributions made
to the University of Oregon MBA class
Education MBA, with emphasis in accounting, University of Oregon
BS, General Science, University of Oregon
Certification CPA (inactive status), State of Minnesota
Professional Affiliations
® GFOA of the United States and Canada, member since 1992
® MnGFOA, member since 1992. Served as State Representative to national GFOA,
2000-2001. Served on Executive Committee, 2002-2006 (President, 2005-06).
Won contest for design of current MnGFOA logo.
• Participate in "Comparable Cities" quarterly lunches comprised of finance
executives of a dozen metro -area municipalities to share ideas and discuss
common issues
Community Service
® National Alliance on Mental Illness: annually teach a 12 -week course to adults
who have family members that live with mental illness
e Common Bond Communities: tutor East African adults enrolled in post-
secondary classes, one night per week
References Available upon request
39
Candidate's Name
Introduction:
CITY OF EAGAN
FINANCE DIRECTOR SECOND INTERVIEW QUESTIONS -CITY COUNCIL
OCTOBER 2, 2012
Interviewed by
Significant Areas of Responsibility
• Can you give us a brief snapshot of your professional background and what makes you interested in
being Eagan's Director of Finance?
Leadership
• The candidate selected will be taking over for a director who has successfully served for 30+ years.
For our benefit, can you describe the approach you would take as a new director, and also comment
on your overall leadership style?
Strategic Financial Planning:
• Describe how you would integrate strategic financial planning into the activities of the City's Finance
Department.
Public Engagement:
• Provide an example from your professional career where you had a particularly positive experience
working with a group of constituents, stakeholders or another governmental agency. Conversely,
please speak to how you have handled a past incident in which there was conflict with constituents,
stakeholders or another governmental agency.
Vision
• Eagan Finance has been on the forefront of many major initiatives and activities over the years.
What opportunities and challenges do you see for the future?
Closing Questions/Comments:
• Do you have any questions for us, or closing comments that will help us in our hiring decision?
M,
CITY OF EAGAN
FINANCE DIRECTOR SECOND INTERVIEW QUESTIONS -CITY COUNCIL
OCTOBER 2, 2012
Candidate's Name Interviewed by
Sianificant Areas of Resnonsibil
Introduction:
• Can you give us a brief snapshot of your professional background and what makes you interested in
being Eagan's Director of Finance?
Leadership:
The candidate selected will be taking over for a director who has successfully served for 30+ years.
For our benefit, can you describe the approach you would take as a new director, and also comment
on your overall leadership style?
Strategic Financial Planning:
• Describe how you would integrate strategic financial planning into the activities of the City's Finance
Department.
�3
Public Engagement:
• Provide an example from your professional career where you had a particularly positive experience
working with a group of constituents, stakeholders or another governmental agency. Conversely,
please speak to how you have handled a past incident in which there was conflict with constituents,
stakeholders or another governmental agency.
Vision:
Eagan Finance has been on the forefront of many major initiatives and activities over the years.
What opportunities and challenges do you see for the future?
Closing Questions/Comments:
• Do you have any questions for us, or closing comments that will help us in our hiring decision?
1 LA