Loading...
HomeMy WebLinkAbout91-0724 Par Group C)►\- ar4a!4 RESOLUTION ACCEPTING THE PROPOSAL OF THE PAR GROUP FOR RECRUITING SERVICES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Larry L. Rice, City Manager, be and is hereby authorized and directed to accept the proposal on behalf of the City of Elgin of The Par Group for the recruitment of a parks and recreation director, a copy of which is attached hereto and made a part hereof by reference. s/ George VanDeVoorde George VanDeVoorde, Mayor Presented: July 24, 1991 Adopted: July 24 , 1991 Omnibus Vote: Yeas 6 Nays 0 Recorded: Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk • THE PAR GROUP CHICAGO Paul A.Reaume, Ltd. Executive Office Centre Public 100 North Waukegan Road Lake Bluff, Illinois 60044 Management Consultants TEL 708/234-0005 July 5,1991 FAX 708/234-8309 Mr. Larry L. Rice, City Manager City of Elgin - City Hall 150 Dexter Court Elgin, Illinois 60120 Dear Larry: We are pleased to respond to your request to propose our services to assist you in the search, screening and interview process toward your appointment of a Director of Parks and Recreation. We would be most pleased to again be of service to the City of Elgin. Based on our discussion Wednesday,our executive search process would be as follows: 1. Interview the City Manager, key City Staff, selected Parks and Recreation supervisory and rank and file personnel, and other individuals, as appropriate, all toward achieving clarity and consensus concerning the specific nature of duties, responsibilities and expectations of the Director of Parks and Recreation position. Interview data will be used in preparation of a Recruitment Profile for your review and approval. 2. Conduct an intensive independent professional search and recruitment effort, utilizing our extensive national contact network, seeking out qualified Candidates for the position who may not otherwise have an interest in Elgin's position. 3. Place announcements in appropriate professional publications to provide maximum exposure of the position opportunity and to ensure an open recruitment process. 4. Process all applications received from recruitment and announcement efforts, including timely acknowledgments to all Applicants on behalf of the City Manager. 5. Screen all applications received, matching all Applicant's credentials with the specific criteria qualifications stated in the Recruitment Profile. 6. Inform all Applicants who clearly do not meet the City's established criteria for the position. 7. Conduct preliminary background inquiries and reference checks with current and past employers and verify claimed educational achievement for those Candidates who appear most promising. 8. Submit a report on applications received, including résumés and background information on those individuals considered to be most qualified and best suited for the Director of Parks and Recreation position, recommending approximately 10 such persons to the City Manager for personal interview consideration. 9. Conduct additional background inquiries and reference checks on those persons the City Manager determines are Finalist Candidates being seriously considered for appointment, including court and credit file searches,as desired. Assisting in the Achievement of Excellence in the Public Service Since 1972 • „-, 10. Review with the City Manager his findings and evaluation of Candidates he has personally interviewed, providing follow-up action, as desired, prior to the Manager's offer of appointment to the Candidate of his choice. We are prepared to undertake this assignment promptly upon your approval of this proposal. The Recruitment Profile will be submitted for your review within approximately 10 days following our on-site interviews in Elgin. We will endeavor to recommend Candidates for your personal interview consideration approximately 60 days following approval of the Recruitment Profile. All services in connection with this assignment will be performed by individuals who possess recognized municipal experience and broad executive selection judgment, including the direct involvement of Paul Reaume. We propose to carry out the above outlined services for a fixed fee of$12,000 for professional services, plus reimbursement for expenses related directly to your recruitment process (such as for telephone, printing,correspondence, travel, etc.), not to exceed $4,500 without specific approval of the City Manager. Cost of City Manager interview of Candidates in the field or at Elgin,as well as review of court and credit records,and advertising costs,are in addition to our reimbursable expense. We appreciate the opportunity to propose our services and enthusiastically look forward to having the opportunity to again assist the City of Elgin, in the important responsibility of selecting a qualified, appropriately experienced professional to serve as its next Director of Parks and Recreation. Very sincerely, /der4r • THE PAR GROUP Paul A. Reaume, Ltd. ACCEPT BY CI GIN,ILLINOIS BY: / CL TITLE: City Man—a.--gr DATE: July 25 . 1991 :pm THE PAR GROUP Paul A. Reaume, Ltd. in ; +°` t , Agenda Item No.• � September 7 , 1990 TO: Mayor and Members of the City Council FROM: Larry L. Rice, City Manager SUBJECT: Retaining Paul A. Reaume Associates to Recruit Public Works Director The City Council is asked to approve retaining Paul A. Reaume Associates of Lake Bluff, IL to assist the City in recruiting a new Public Works Director. With the dramatic increase in the Public Works workload due to Elgin' s current growth, the current combined position of Public Works Direc- tor/City Engineer can no longer be handled by one individual. Melford Dahl will continue as City Engineer and expand his responsibilities to handle the growing workload in the engi- neering and development area. A new Public Works Director to manage the total affairs of the department is then to be re- cruited. PARA has submitted the attached proposal which is essen- tially the same as their prior contracts last year for recruit- ment of the Police Chief and City Manager. The process is expected to take the remainder of the current year and will be handled in the same manner as with the Police Chief search. FINANCIAL IMPACT The costs for the attached contract with PARA and relat- ed recruiting expenses will be taken from salary savings in the current Public Works budget. RECOMMENDATION The Council is asked to authorize the attached contract with Paul A. Reaume Associates in the amount of $12,000 plus up to $4 ,500 in expenses in recruiting a new Public Works Directo = i. a City of Elgin. a.,e.Lt , . • Lagry L. Rice, City Manager LLR:amp RESOLUTION ACCEPTING THE PROPOSAL OF PAUL A. REAUME, LTD. FOR PROFESSIONAL SERVICES WHEREAS, Paul A. Reaume, Ltd. has submitted its written proposal to provide professional services incident to the recruitment of candidates for the postition of public works director; and WHEREAS, the city has determined that it is in its best interest to accept said proposal. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Larry L. Rice, City Manager, be and is hereby authorized and directed to accept the proposal on behalf of the City of Elgin of Paul A. Reaume, Ltd. for professional services, a copy of which is attached hereto and mode a part hereof by reference. George VanDeVoorde, Mayor Presented: September 12, 1990 Adopted: Vote: Yeas Nays Recorded: Attest: Dolonna Mecum, City Clerk L • • e9/be/byre 74:04 FROM The PAR Group TO 6959038 P.82/03 THE PAR GROUP CHICAGO Paul A.Reaume,Ltd. Executive Office Centre too Waukegan Road Public Lake Bluff,Illinois 60044 Management Consultants TEL 708/234-0005 FAX 708/234-8309 September 6,1990 • VIA FAX Mr. Larry L.Rice, City Manager City of Elgin - City Hall 150 Dexter Court Elgin, Illinois 60120 Dear Larry: We are pleased to respond to your request to propose our services to assist you in the search, screening and interview process toward your appointment of a Director of Public Works. We would be pleased to again be of service to the City. Based on our discussion last week,our executive search process would be as follows: 1. jnterview the City Manager, key City Staff, selected public works supervisory and rank and file personnel, and other individuals, as appropriate, all toward achieving clarity and consensus concerning the specific nature of duties, responsibilities and expectations of the Director of Public Works position. Interview data will be used in preparation of a Recruitment Profile for your review and approval. 2. Conduct an intensive independent professional search and recruitment effort, utilizing our extensive national contact network,seeking out qualified Candidates for the position who may not otherwise have an interest in Elgin's position. 3. place announcements in appropriate professional publications to provide maximum exposure of the position opportunity and to ensure an open recruitment process. 4. Process all applications received from recruitment and announcement efforts,including timely acknowledgments to all Applicants on behalf of the City Manager. 5. Screen all applications received, matching all Applicant's credentials with the specific criteria qualifications stated in the Recruitment Profile. 6. jnform all Applicants who clearly do not meet the City's established criteria for the position. 7. Conduct preliminary background inquiries and reference checks with current and past employers and verify claimed educational achievement for those Candidates who appear most promising. 8. Submit a report on applications received, including resumes and background information on those individuals considered to be most qualified and best suited for the Director of Public Works position,recommending 8-10 such persons to the City Manager for personal interview consideration. • 9. Conduct additional background inquiries and reference checks on those persons the City Manager determines are Finalist Candidates being seriously considered for appointment, including court and credit file searches,as desired. Assisting in the Achievement of Excellence in the Public Service Since 1972 l • e9rebriv90 14104 FROM The PAR Group TO 6959038 P.02/83 • ' THE PAR GROUP CHICAGO tomExecutive Office Centre __- - Paul A.Reaurne,Ltd. 100 Waukegan Road y.r- Public Lake Bluff, Illinois 60044 Management Consultants TEL 708/234-0005 FAX 708/234-8309 September 6,1990 • VIA FAX Mr. Larry L.Rice, City Manager City of Elgin - City Hall 150 Dexter Court Elgin, Illinois 60120 Dear Larry: We are pleased to respond to your request to propose our services to assist you in the search, screening and interview process toward your appointment of a Director of Public Works. We would be pleased to again be of service to the City. • Based on our discussion last week,our executive search process would be as follows: 1. Interview the City Manager, key City Staff, selected public works supervisory and rank and file personnel, and other individuals, as appropriate, all toward achieving clarity and consensus concerning the specific nature of duties, responsibilities and expectations of the Director of Public Works position. Interview data will be used in preparation of a Recruitment Profile for your review and approval. 2. Conduct an intensive independent professional search and recruitment effort, utilizing our extensive national contact network,seeking out qualified Candidates for the position who may not otherwise have an interest in Elgin's position. 3. Place announcements in appropriate professional publications to provide maximum exposure of the position opportunity and to ensure an open recruitment process. 4. Process all applications received from recruitment and announcement efforts,including timely acknowledgments to all Applicants on behalf of the City Manager. 5. Screen all applications received, matching all Applicant's credentials with the specific criteria qualifications stated in the Recruitment Profile. 6. Inform all Applicants who clearly do not meet the City's established criteria for the position. 7. Conduct preliminary background inquiries and reference checks with current and past employers and verify claimed educational achievement for those Candidates who appear most promising. 8. Submit a report on applications received, including resumes and background information on those individuals considered to be most qualified and best suited for the Director of Public Works position, recommending 8-10 such persons to the City Manager for personal interview consideration. • 9. Conduct additional background inquiries and reference checks on those persons the City Manager determines are Finalist Candidates being seriously considered for appointment, including court and credit file searches,as desired. Assisting in the Achievement of Excellence in the Public Service Since 1972 i 10. Review with the City Manager his findings and evaluation of Candidates he has personally interviewed, providing follow-up action, as desired, prior to the Manager's offer of appointment to the Candidate of his choice. We are prepared to undertake this assignment promptly upon your approval of this proposal. The Recruitment Profile will be submitted for your review within approximately 10 days following our on-site interviews in Elgin.We would be in a position to recommend Candidates for personal interview consideration approximately 60 days following approval of the Recruitment Profile, and will strive to meet the City Manager's desire to make an appointment to the position prior to January 1,1991. All services in connection with this assignment will be performed by individuals who possess recognized municipal experience and broad executive selection judgment. We propose to carry-out the above outlined services for a fixed-fee of$12,000 for professional services, plus reimbursement for expenses related directly to your recruitment process (such as for telephone, printing, correspondence, travel, etc.), not to exceed $4,500 without specific approval of the City Manager. Cost of City Manager interview of Candidates in the field or at Elgin, as well as review of court and credit records,and advertising costs,are in addition to our reimbursable expense. We appreciate the opportunity to propose our services and enthusiastically look forward to having the opportunity to again assist the City of Elgin, in the important responsibility of selecting a qualified,appropriately experienced professional to serve as its next D' ector of Public Works. V=% sincerely, •IHE PAR GR•UP Paul A. Reaume, Ltd. PAR/am ACCE TH -"I OF ELGIN,ILLINOIS BY: TITLE: IP 4 DATE: 9 - • • THE PAR GROUP Paul A. Reaume, Ltd. TOTAL P. O: 07 , THE PAR GROUP CHICAGO Paul A. Reaume, Ltd. Executive Office Centre 100 Waukegan Road Public Management Consultants May 16,1989 Lake Bluff, Illinois 60044 AC 312/234-0005 The Honorable George VanDeVoorde,Mayor,and Members of the City Council City of Elgin 150 Dexter Court Elgin, Illinois 60120 Dear Mayor VanDeVoorde and Council Members: We are pleased to respond to your request to propose our services and explain how we can assist the City of Elgin in the successful recruitment,screening,interviewing and selection of Candidates from which the City Council may appoint a City Manager to succeed Jim Cook. Principals of The PAR Group have successfully carried out executive search consulting services for over sixteen years for hundreds of local government clients throughout the United States. The firm's Principals and the quality of work and sensitivity to Client's needs and concerns are recognized hallmarks-our firm is considered a leader in the public management consulting field. Our executive search process is highly professional and personalized. We assist our Clients from commencement to conclusion of the assignment - assisting the Client until a completely acceptable Candidate is appointed to the position. We also stand ready to be supportive beyond selection, toward facilitating effective relationships between the Council and Manager, as desired. We handle all of the administrative details of the entire recruitment process, so the Client may limit their involvement to the significant, decision-making aspects of the selection process, thus minimizing interruption of their attention to other on-going concerns and responsibilities. Our initial effort in assisting the City of Elgin would be to develop a Recruitment Profile that sets forth detailed qualifications for the City Manager position, reflecting both current and longer range organizational expectations relating to the position. The Profile serves as a key instrument for recruiting and screening Candidates in accordance with the unique needs identified as particularly desirable for Elgin's City Manager position. Generally, our executive search process is as follows, subject to mutually agreed upon modification: 1. Interview Members of the City Council, City Manager, key Staff and other individuals, as appropriate, all toward achieving clarity and consensus concerning the specific nature of duties, responsibilities and expectations of the City Manager position. Interview data will be used in preparation of the Recruitment Profile for approval by the City Council. 2. Conduct an intensive independent professional search and recruitment effort, utilizing our extensive national contact network, seeking out qualified Candidates who may not otherwise have an interest in Elgin's position. 3. Place announcements in appropriate professional publications to provide maximum exposure of the position opportunity and to ensure an open recruitment process; if desired, specialty advertising will be placed on a cost-only reimbursement. 4. Process all applications received from recruitment and announcement efforts, including timely acknowledgments to all Applicants on behalf of the City Council. Assisting in the Achievement of Excellence in the Public Service City of Elgin, Illinois May 16,1989 Page 2 5. Screen all applications received, matching all Applicant's credentials with the specific criteria qualifications stated in the Recruitment Profile. 6. Inform all Applicants who clearly do not meet the City Council's established criteria for the position. 7. Pre-interview prospective Final Candidates and make background inquiries and reference checks with current and past employers and verify claimed educational achievement. 8. Submit a report on applications received, including resumes and background information on those individuals considered to be most qualified and best suited for the City Manager position, recommending approximately 8-10 such persons to the City Council for personal interview consideration. 9. Facilitate the City Council's selection of approximately five persons to be invited for personal interview and appointment consideration. 10. Prepare interview questions and procedures for use by the City Council, developing a process which will ensure that the same questions are asked of each Candidate and that each interview is thoroughly and consistently evaluated. 11. Handle arrangements for Candidate's travel to Elgin for interviews, be present during interview sessions to facilitate effective discussion and deliberation toward the Council's selection of a Final Candidate, and also assist in employment negotiation between Final Candidate(s) and the City Council, as desired. 12. Arrange to have pertinent court records and credit files examined regarding Final Candidate(s)considered for appointment,on a cost-only reimbursable basis. We are prepared to undertake this assignment promptly upon your approval of our proposal and to meet your target date of having a new Manager on board in mid-September. All services in connection with this assignment will be performed by individuals who possess recognized municipal experience and broad executive selection judgment. Our Principals and Associates offer over 100 years cumulative operations and consulting experience in local government and related agencies. Paul Reaume will serve as Recruitment Director of your assignment. Biographies of those persons who will participate in your recruitment process are enclosed. Our Principals have conducted a large number and variety of local government searches throughout the United States. We have conducted more local government searches in the Midwest than any other recruitment firm, including numerous city management recruitments for Illinois municipalities,including,of course,the City of Elgin. A representative Midwest Client List is enclosed your your review. National clients have included municipalities of under 5,000 to cities over 1,000,000 with budget responsibilities well over a billion dollars. Our fee for the comprehensive services outlined above would be a fixed fee of $14,000 for professional services, plus reimbursement for expenses related directly to your recruitment process,such as for travel, communications and printing, approximating $4,000. The foregoing expense reimbursement does not include the cost of Candidate travel and other expenses associated with interview of Candidates in Elgin. The professional fee is payable in three equal payments, billed during the course of the recruitment. Reimbursable expenses will also be billed and indicated separately on our statements. The first payment for professional services is due upon acceptance of our proposal. City of Elgin, Illinois May 16, 1989 Page 3 This letter of proposal, when approved and signed, shall constitute an Agreement between us and it may not be modified except in writing by both parties. Our liability, if any, shall not be greater than the amount paid to us for professional services rendered. Elgin City Council Members can be assured of our responsive and personalized professional attention throughout the recruitment assignment. We very much enjoyed working with you in 1985 and enthusiastically look forward to having the opportunity to again assist the City Council in the very important responsibility of selecting a qualified, appropriately experienced professional to serve as its next City Manager. We will be pleased to provide further information upon request and meet with you personally, as you may desire. V sincerel 4'64 E PAR OUP Paul A. Reaume, Ltd. ACCEPTED :f THE CITY OF ELG , ILLINOIS BY: TITLE: kA LA C3 DATE: \ I T , cc1� Enclosure THE PAR GROUP Paul A. Reaume, Ltd. CONSULTANT BIOGRAPHICAL PROFILE PAUL A. REAUME Mr. Reaume is President of The PAR Group - Paul A. Reaume, Ltd., a Chicago area firm providing executive search and management consulting services to government, non-profit and related organizations throughout the United States. He holds a Bachelor of Science degree in Business Administration; he also achieved a Master of Public Administration degree from the University of Kansas. Mr. Reaume served for ten years in two cities, principally as a City Manager. He is a corporate member of the International City Management Association, the American Society for Public Administration, and previously was a Board Member of the Illinois City Management Association, and President of the Chicago Metropolitan Chapter of the Illinois City Management Association, including active participation in a variety of committees and task forces involving issues of public policy nationally and intergovernmental concerns in the Chicago metropolitan area. Mr. Reaume served in 1986-88 as a Vice President and Partner of Korn/Ferry International in the firm's government services and non-profit specialty practice, providing executive search services on a national basis. He previously headed Paul A. Reaume Associates - PARA, Inc. from 1977 to 1986, providing management consulting services to local governments nationwide, specializing in executive search. From 1972-1977, Reaume served as a Corporate Vice President - Administration of Callaghan & Company, law publishers, as well as serving as Director of the firm's Urban Affairs Division which provided management consulting, municipal codification, training and seminars, and executive search services to local governments. He concurrently served as Editor of Callaghan's national quarterly publication, Current Municipal Problems. He has also served as consultant to a Municipal League organization comprised of over 35 municipalities. Mr. Reaume's professional involvement in government, business, and related fields involves over 30 years of public service activity. He is a frequent speaker and presenter before local, state, national and international professional groups, including the National League of Cities, International City Management Association, International Personnel Management Association, American Society for Public Administration, and American Public Works Association. THE PAR GROUP Paul A. Reaume, Ltd. CONSULTANT BIOGRAPHICAL PROFILE DUANE W. OLIVIER Mr. Olivier has over 25 years' experience in local government as an administrator and consultant, including professional involvement as a city-county Senior Planner, Assistant City Manager, City Administrator, Director of Local Government Training at the college level, and as a consultant specializing in management assistance to local governments, and specialty recruitment for a variety of government professionals. He holds a Bachelor of Arts degree in Political Science from Augustana College and a Master of Arts degree in Public Administration from Northern Illinois University. Olivier has also participated and attended additional specialized courses, seminars and workshops in community planning and zoning, labor-management relations and collective bargaining, and management development. Mr. Olivier's consulting expertise is in the areas of local government management and administration and employee relations, organizational analysis, and administrative procedures as well as being a specialist in local government recruitment. Olivier is a Senior staff member with The PAR Group and participates in all areas of consulting activity undertaken with the firm. GERALD R. PLOCK Mr. Plock has over eight years experience in local government operations and public management consulting. He graduated with honors with a Bachelor of Science Degree in Political Economy from the University of Wyoming and holds a Master of Public Administration from the University of Kansas. Mr. Plock served for several years in the City of Phoenix Management and Budget Department where he gained extensive experience in public budgeting and applied research and was involved as a principal staff member in the analysis of numerous public policy and management issues. Plock also served as Phoenix's liaison to Public Technology, Inc., a not-for-profit research and technology organization serving local government. While with the City of Phoenix, he served as an Adjunct Professor in public administration at Arizona State University. Mr. Plock recently has been a management consultant to local governments and other institutions, including providing advisory services in a design-build competition to construct a new $144 million dollar Chicago Central Library. Mr. Plock has also served as a Special Consultant to Public Administration Service, a not-for-profit consulting organization serving governments worldwide. Mr. Plock currently serves as a Principal Consultant with The PAR Group where he has significant involvement in executive search assignments as well as other consulting services provided by the firm. THE PAR GROUP Paul A. Reaume, Ltd. REPRESENTATIVE CLIENT LIST - MIDWEST UNITED STATES (Clients Served Personally by Paul A. Reaume) ARKANSAS City of Little Rock City Manager COLORADO City of Arvada City Manager City of Aurora City Manager City of Boulder City Manager City of Colorado Springs City Manager City of Englewood Downtown Development Director City of Lakewood City Manager (2) Director of Public Works Director of Public Safety Town of Winter Park Town Manager ILLINOIS Village of Barrington Chief of Police Director of Public Safety City of Carbondale City Manager Village of East Hazel Crest Village Manager City of Elgin City Manager City of Elmhurst Chief of Police City of Evanston City Manager Village of Flossmoor Village Manager (2) Village Engineer Village of Glencoe Village Manager Director of Public Saftey Village of Glendale Heights Village Manager Director of Finance Village of Hazel Crest Village Manager City of Highland Park City Manager (2) Director of Community Development Director of Public Works (2) Village of Hinsdale Director of Public Works Village of Homewood City Manager Director of Public Works City of Joliet City Manager Village of Lake Bluff Village Manager (2) Village of Lincolnshire Village Manager Director of Public Works THE PAR GROUP Paul A. Reaume, Ltd. CITY OF ELGIN - CITY MANAGER RECRUITMENT TIMETABLE Activity Elapsed Weeks from Approval of Recruitment Profile 1 2 3 4 5 6 7 8 9 10 11 12 On-site Interviews with Client;Development and Approval of Recruitment Profile Candidate Identification,Search,Screening,Interview and Evaluation Consultant Report and Recommendation of Qualified Candidates Client Selection of Candidate Finalists,Final Back- ground Checks, Report Preparation and Presentation Client Interviews of Selected Finalist Candidates Client Selection of Final Candidate,Negotiation of Compensation and Employment Conditions,Offer, Acceptance and Appointment ■omm. THE PAR GROUP Paul A.Reaume, Ltd. Representative Client List - Midwest United States Page 2 ILLINOIS (continued) City of Moline City Manager Chief of Police City of Naperville City Manager (2) Village of Oak Park Village Manager (2) Chief of Police Village of Orland Park Chief of Police Village of Palatine Village Manager Village of Park Forest Chief of Police Village of University Park Village Manager (2) City of Park Ridge City Manager Director of Public Safety (2) Director of Community Preservation Village of Schaumburg Village Manager South Suburban Mayors and Managers Conference Executive Director City of Sterling City Manager (2) Village of Vernon Hills Village Manager Director of Building and Zoning Village of West Dundee Director of Public Works MINNESOTA City of Brooklyn Park City Manager City of Burnsville City Manager City of Coon Rapids City Manager (2) City of Fridley City Manager City of Minnetonka City Manager Chief of Police City of Moorhead City Manager MICHIGAN City of Brighton City Manager City of East Lansing City Manager City of Grand Haven City Manager City of Grand Rapids Director of Personnel City of Muskegon City Manager City of Niles City Manager City of Owosso City Manager City of Saginaw City Manager (2) Director of Economic Development City of Southfield City Manager Assistant City Manager City of Sterling Heights City Manager THE PAR GROUP Paul A. Reaume, Ltd. • Representative Client List - Midwest United States Page 3 MISSOURI City of Ferguson City Manager (2) City of Independence City Manager OHIO City of Cincinnati City Manager City of Dayton City Manager City of Delaware City Manager City of Kent Finance Officer City of Worthington City Manager OKLAHOMA City of Bartlesville City Manager (2) City of Enid City Manager SOUTH DAKOTA City of Yankton City Manager TEXAS City of Abilene Director of Public Works City of Arlington City Manager City of Austin City Manager City of Dallas City Manager Assistant City Manager Director of Planning Dallas Housing Authority Executive Director City of Denton City Manager City of Fort Worth City Manager (2) Human Rights Director City of Garland City Manager City of Grapevine City Manager City of Hurst Chief of Police City of Lubbock Assistant City Manager City of Wichita Falls City Manager Director of Public Works Fire Chief Director of Parks and Recreation WISCONSIN City of Eau Claire City Manager City of Fond du Lac City Manager City of Janesville Director of Planning City of Madison City Assessor Director of Public Works THE PAR GROUP Paul A. Reaume, Ltd. A Professional Process Benefiting Councils, Candidates, and the Profession by Paul A. Reaume Paul A. Reaume Associates—PARA, Incorporated Chicago, Illinois Local government concerns and urban complexities require the attention of a committed and compatible council-manager team. The wedding of that team together is the ulti- mate goal of the executive search process. Executive search provides a process with spe- cific activities to help a city council or county board select a city manager. City councils and city manager candidates increasingly recognize the important role a responsible and experi- enced executive search firm can serve in providing an open, definable structure to address their interests. The following are the key activities involved in an ex- Position Vacancy Announcement. The position is ecutive search process. These steps help a city coun- listed in the ICMA Newsletter and is often included in cil find a fully qualified group of candidates from the appropriate municipal league publication and in which to select its next city manager. other professional journals and publications. Al- Develo ment of Qualification Criteria and Position Al- though the recruitment responsibility of the consul- Development tant does not rely solely upon receiving applications Expectations. This initial step is one of the most im- from such announcements, their publication ensures portant in the recruitment process. Assumptions that all persons from local, regional, and nationally about the next city manager should be carefully ex- located jurisdictions know of the position and have an amined. Questions which go beyond the traditional opportunity to compete. Similarly, the city enjoys the requisites of education and experience need to be benefit of broad exposure of their position in the pub- raised. By assessing the organization's strengths and lic management marketplace. weaknesses, the council can better determine the kinds of qualifications and technical expertise it most Consultant Research and Candidate Solicitation. needs. Specific expectations for the next manager Armed with the council's specific criteria and expec- should be defined, outlining problems and identifying tations as outlined in the approved recruitment pro- major goals for the organization and the community. file, the consultant seeks out individuals who have the These criteria should be based on both current and specific qualifications the council has identified. The long-range considerations. Some councils make the consultant reviews resumes on file, does research, mistake of concentrating upon only visible and imme- contacts knowledgeable municipal officials, govern- diate needs. Most councils expect the new manager to mental organizations, academicians, city managers, give at least five years to the job; the criteria should and others who might be aware of the talent, achieve- address that time frame. ment, and interests of prospective candidates. Those identified in the initial search effort, generally a rela- Recruitment profile data are gathered from individ- tively small number who best "fit" the profile, are in- ual and group interviews with the mayor and city vited by the consultant to consider the position. The council, key department heads and staff, the outgoing consultant is careful not to indiscriminately invite city manager, and other municipal officials or corn- large numbers of candidates to apply. munity leaders. These interviews capture the unique Acknowledgment of Applications. This step, which is qualities of the organization and community. They often overlooked by councils, is important from corn- address issues and goals, as well as the professional achievement, experience, management style, and per- munications, courtesy, and confidentiality stand- sonal traits the community feels its manager should points. All applications should be acknowledged. Fur- have. Attention is given also to the organization and thermore, whenever an individual is eliminated from structure of the council to provide data regarding consideration, he or she should be notified. It is gen- terms of office and expected turnover, and council erally the responsibility of the consultant to receive statutory power and roles that may affect the city resumes and handle these communications on behalf manager's office. The city council approves the pro of the council, thus affording greater confidentiality. file collectively. The recruitment profile is prepared Screening Credentials. In reviewing candidate cre- for distribution to everyone who has expressed an in- dentials against the criteria described in the profile, terest in the position, to prospective candidates whose the consultant carefully evaluates background in- interest is solicited by the consultant, and to staff of formation. It is important for candidates to under- the municipal organization being served. stand that this narrowing-down process requires nu- merous individuals to be eliminated from active dates are planned for a compact time period, usually consideration, not because they are "unqualified," a weekend. This practice best utilizes the time of all but because they may not "fit" this particular recruit- participants and shortens the time between inter- ment. Should questions arise in reviewing resumes, views and selection. the consultant calls for elaboration and/or clarifica- tion. The consultant also contacts appropriate refer Candidate Interviews and Council Evaluation of ences, maintaining confidentiality when necessary. Candidates. A precise schedule is prepared for the This review process normally is conducted jointly by weekend interview session. Candidates are scheduled several members of the consultant firm. Generally, a to be hosted on individual tours of municipal facili group of approximately 20 individuals who best ties and community points of interest by a staff mem match the stated desires and expectations of the ber prior to their interviews. The council is provided council are assembled. The consultant may initiate an interview guide of suggested questions, based on another round of personal and telephone conversa recruitment profile interviews. These questions are tions with the candidates or undertake further refer designed to both stimulate open discussion on impor ence checks if necessary. This narrowing process re- the and crucial issues in the community and forge duces the group of candidates to a smaller number the eventual council-manager team at this point. Ev who are then personally interviewed by the consul- ery attempt is made to candidly get all "issues" on tant. It is important at this time to secure each candi- the interview table to avoid or minimize `surprises" date's genuine interest and commitment toward the at later dates. Each candidate is asked the same ques- position—sightseeing trips and "practice interviews" tions to ensure fairness in evaluation. are not in anyone's best interests. At the point of interview, candidates are well in- Reviewing Candidates for Interviews.A report is formed on the position requirements and existing prepared for the city council summarizing applica- tions received in the recruitment, and giving specific are well briefed on each candidate. The stage is set recommendations and background information on 8 for a straightforward, informed interview, with a full to 10 individuals who are considered to best meet the exchange of views between the council and the candi- council's previously established profile criteria. The date. The consultant's role at the interview is that of consultant prepares a brief summary of each candi- facilitator, not principal participant. date's credentials and reference recommendations When initial interviews with each candidate are com- and comments. It is important that the original re- pleted, the council, with the consultant's assistance sume material submitted by each candidate also is en- when necessary, evaluates the candidates, again us- closed, ensuring that the council has the opportunity ing a consensus model as much as possible. Because to review and evaluate the originality and resume ap- all candidates are close at hand and available, the proach of each candidate. The council is then urged council is encouraged to reinterview candidates if ad- to select at least five from that group for personal in- ditional information is desired. Through a consensus terviews. This approach allows more professionals to approach, the group of candidates is narrowed to the be included in final selection activities, and is de- two or three most acceptable to the council, with one signed to initiate a council commitment to candidates. finalist's being selected as the primary candidate to Candidates selected for interviews become the "coun- whom an offer of the position is made, ideally before cil's candidates," rather than the "consultant's candi- the close of the weekend. If acceptable to both the dates." (This is a variation of the standard consultant council and the candidate, the consultant often assists practice of directly recommending five or so candi- the two parties in arriving at an acceptable employ- dates for council interview.) ment agreement and strongly recommends that the The report to the city council includes other informa- be a unanimous action by the council. tion important for the council to review at this time: Final Background Inquiries and Appointment Con- another copy of the recruitment profile to keep the firmation. Early background inquiries may not have previously agreed-upon qualification criteria clearly involved the candidate's current council or staff be- in mind during interviews; information regarding cause of a request to preserve confidentiality. Should current practices concerning salaries,benefits, re- certain matters arise during final interviews which location assistance alternatives, employment agree- evoke the council's interest in specific areas of a can- ment considerations, ICMA-RC orientation, as well as didate's background, final appointment is offered a summary of the conditions of employment pertain- contingent on the candidate's being subjected to a fi- ing to the council's last manager (most councils are nal, thorough background investigation. This activity unaware of these details). usually is undertaken by the consultant; however, All councilmembers should participate in selecting some councils wish to be personally involved in this the candidates. Their decisions should be based on final phase of the executive search process. From the consensus rather than a majority vote. recruitment profile interviews to the appointment of a manager, the executive search process usually takes Interview Arrangements. The consultant sends pack- 75 to 90 days. ets of information on the city organization, including With all parties conscientiously assuming and carry- the charter, budget, land use and street maps, orga ing out their particular roles and responsibilities in nization chart, special studies, council and staff bio- graphical sketches, and other appropriate informa- tion, to all candidates invited for interviews. Materials ment and tenure of council-manager interaction and pertaining to the community at large also are pro- achievement can be accomplished. Conscientious at- vided, for example, church, school, recreation, and tention, careful and sensitive evaluation, detailed de- housing information. liberation,and determined decision-making by all, blended together in such an executive search process Arrangements are made for the candidates' visits to as outlined here,will prove to serve the council and the city or county for interviews. In most instances, candidates well. and strongly recommended, interviews of all candi- Reprinted from PUBLIC MANAGEMENT magazine, March 1983,by special permission,© 1983,the International City Management Association, Washington, D.C.