HomeMy WebLinkAbout99-229 Resolution No. 99-229
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
THE PAR GROUP--PAUL A. REAUME, LTD. FOR RECRUITMENT SERVICES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna
Mecum, City Clerk, be and are hereby authorized and directed
to execute an agreement on behalf of the City of Elgin with
The Par Group--Paul A. Reaume, Ltd. for recruitment services
for the position of Parks Superintendent, a copy of which is
attached hereto and made a part hereof by reference.
s/ Ed Schock
Ed Schock, Mayor
Presented: August 25, 1999
Adopted: August 25, 1999
Omnibus Vote : Yeas 6 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
'%,_. i5:• 137i l±J. 1 El47-234-23a3 AR G.RCL PACii` 21
ORIGINAL
THE PAR GROUP CHICAGO
Paul A. Reaume, Ltd. 100 North Waukegan Road,Suite 200
Public Lake Bluff, Illinois 60044-1694
• Management Consultants TEL E47.234-0005
FAX 847/234-8309
Celebrating 25 Years Service E-Mail pargroupdlnteraccess corn
to a National Clientele
July 6, 1999
VIA FAX
Ms_Monica Meyers
Director of Parks and Recreation
City of Elgin
Dear Ms. Meyers:
We are pleased to respond to your request for our firm to propose how we can assist the City of Elgin
in the successful recruitment, screening, interviewing and selection of Candidates from which you may
appoint a Parks Superintendent.
The PAR Group - Paul A. Reaume,Ltd. consults exclusively in the public sector, serving the needs of
local government nationwide with corporate offices located in suburban Chicago. The PAR Group is
headed by Paul A. Reaume, a former City Manager who has provided consulting search services to
local governments nationwide continuously for over twenty-six years—since 1972. Our Principals have
over 200 years' cumulative operations and consulting experience in the field of local government, and
have conducted a large number and variety of local government and not-for-profit recruitments for a
national clientele. Clients have included local governments of under 5,000 to one million population,
with budget responsibilities exceeding a billion dollars. The firm's quality of work and sensitivity to
Clients' needs and concerns are recognized hallmarks—our firm was a pioneer in local government
recruitment and is considered a leader in the public management consulting field.We have never failed
to recommend a group of qualified Candidates for Client consideration.
We have conducted executive recruitments throughout the United States and have successfully
completed more local government recruitments in the Midwest than any other firm. We have worked
successfully with a wide variety of elected and appointed Officials in local government. For example,
in Illinois we have conducted recruitments for parks professionals for the DuPage County Forest
Preserve District, City of Elgin, Lake County Forest Preserve District, Skokie Park District, and Zion
Park District.
In addition to our extensive experience in recruitment of public management professionals for local
governments,our firm has been sought out to assist related public interest associations in recruitment of
top staff, ....,:A':...'ng the Executive Di,:ectcrs for the National League of Cities NLC` Naticael
Association of Counties (NACo), International Institute of Municipal Clerks (IIMC), International
Association of Assessing Officers (IAAO), National Association of Housing and Redevelopment
Officials (NAHRO), American Public Works•Association (APWA), National Association of Regional
Councils (NARC), National Forum for Black Public Administrators (NFBPA), and the President of
Public Technology, Inc. (PTI).
Our executive search process is highly professional and personalized. We will assist Elgin from
commencement to conclusion of the assignment,until a completely acceptable Candidate is appointed to
the position. We handle all of the administrative details of the entire recruitment process, so City
Officials can limit their involvement to the significant, decision-making aspects of the selection
process, thus minimizing interruption of attention to other on-going concerns and responsibilities.
Exhibit A
Assisting in the Achievement of Excellence in the Public Service Since 1972
347-?34-33e3 F R GRO;_� ? S` n2
•
City of Elgin, Illinois page 2
Our initial effort in assisting the City of Elgin would be to develop a Recruitment Profile that sets
forth detailed qualifications for the Parks Superintendent 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 Parks Superintendent position
Our executive search process would be as follows,subject to mutually agreed upon modification:
1. Interview the Director of Parks and Recreation, City Manager, Division Heads, key Parks and
Recreation Staff and others, as desired, all toward achieving clarity and consensus concerning
the specific nature of duties, responsibilities and expectations of the Parks Superintendent
position. Interview data will be used to prepare a Recruitment Profile for approval by City
Officials.
2. Conduct an intensive independent professional search and recruitment effort, utilizing an
extensive local, regional and national contact network, seeking out qualified Candidates who
may not otherwise have an interest in your recruitment.
3. Place announcements in professional publications relating to the position under recruitment and
on the internet to provide maximum exposure of the position's career opportunity and to ensure
an open recruitment process.
4. Process all applications received from recruitment and announcement efforts, including timely
acknowledgments of receipt of application and tat ftruer} information to all
Applicants, on behalf of the City.
5. Screen all applications received, matching all Applicants' credentials with the specific
criteria qualifications stated in the Recruitment Profile.
6. Interview prospective Final Candidates and make background inquiries and reference checks
with current and past employers and verify claimed educational achievement.
7. Present a written report on applications received for the position, including resumes and
background information on those individuals considered to be most qualified and best suited for
the position, recommending approximately 6-8 such persons for personal interview
consideration.
8. Facilitate the selection of Candidates to be invited for personal interview and appointment
consideration; we recommend you interview no fewer than five Candidates.
9. Prepare interview questions and procedures for use by the City's Interview Panel, developing a
process which will ensure that the same questions are asked of each Candidate and that each
interview is thoroughly and consistently evaluated.
10. Arrange for background inquiries of Finalist Candidates, to include criminal court, credit, and
motor vehicle records checks and print media searches, as desired.
11. Coordinate arrangements for Candidates' travel to Elgin for interviews, be present during
interview sessions to facilitate effective discussion and deliberation toward the City's
selection of a Final Candidate, and also assist in employment negotiation between the Final
Candidate and City Officials, as desired.
r �
g.t.' .' 353 11 S47-234-53n r , r.,,, 21E;
City of Elgin, Illinois page 3
We are prepared to undertake your assignment promptly. The Recruitment Profile will be
submitted for review and approval within ten days following our on-site interviews of Elgin Officials
and Staff. We would be in a position to recommend Candidates for personal interview consideration
within 60 days following approval of the Recruitment Profile. Personal interview of Candidates could
be conducted approximately ten days following the selection of Candidates tor interview. Overall, the
recruitment process—from the beginning to the date of appointment of a Candidate—should take no
more than 90 days.
All services in connection with this assignment will be performed by individuals who possess
recognized municipal experience and broad executive r,election judgment. Paul Reaume, President of the
firm, and Gerald Pluck, Vice President and Managing Director/Executive Recruitment Services, both of
our Chicago office,will be responsible for and directly involved in your assignment.
Our professional fee for the comprehensive services outlined above would be a fixed fee of 513,500
for professional services, plus reimbursement for expenses related directly to your recruitment process,
such as for consultant travel, telephone/fax, postage/shipping, office support services, and printing/
photocopy, approximating $4,500. The foregoing expense reimbursement does not include the cost of
Candidate travel and other expenses associated with interview of Candidates in Elgin, the cost of
published professional announcements (directly billed to the City by the publishers), or the cost of
court/credit/motor vehicle records and print media searches. The processional fee is payable in three
equal payments, billed during the course of the recruitment, with the first payment for professional
services due upon acceptance of our proposal, the second statement billed following recommendation of
Candidates, and the final one-third billing upon completion of the recruitment assignment.
Reimbursable expenses may be billed on a monthly basis.
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 Officials can be assured of responsive and personalized professional attention
throughout the Parks Superintendent recruitment assignment. We enthusiastically look forward to
having the opportunity to assist you in this very important staffing responsibility.
Respectfully submitted,
miler
Gerald R. Flock, Vice President
TEE PAR GROUP
Paul A. Reaume, Ltd.
ACCEPT ilkY THE CITY OF P , ILLINOIS
BY:
TITLE: /'[0"`'`•47/ 7v _
d
DATE: /a'q U
7/?7 _
THE PAR GROUP
Paul A. Reaume, Ltd.
ORIGINAL'
AGREEMENT
THIS AGREEMENT made and entered into this g';*ay of
August, 1999, by and between the CITY OF ELGIN, an Illinois
municipal corporation (hereinafter referred to as the "City" )
and THE PAR GROUP--PAUL A. REAUME, LTD. , an Illinois
corporation (hereinafter referred to as "The Par Group" ) .
WHEREAS, the City desires to engage The Par Group to
assist the City in the recruitment, screening, interviewing
and selection of candidates from which the City may appoint a
Parks Superintendent .
NOW, THEREFORE, for and in consideration of the
mutual undertakings as contained herein, and other good and
valuable consideration, the receipt and sufficiency of which
is hereby acknowledged, the parties hereto agree as follows :
1 . That the Par Group will provide the City
professional services in the recruitment, screening, interview
and selection of candidates from which the City may appoint a
Parks Superintendent pursuant to the scope of services as
described in The Par Group correspondence of July 6, 1999,
attached hereto and made a part hereof by this reference as
Exhibit A.
2 . That for and in consideration of such services
to be provided by The Par Group the City shall pay to The Par
Group the fixed fee of $13 , 500 plus reimbursable expenses in a
total amount not to exceed $4, 500 related directly to such
recruitment process for travel , telephone/fax,
postage/shipping, office support service, and
1
printing/photocopying. The professional fee shall be payable
in three equal installments, billed during the course of
recruitment, with the first payment for professional services
due upon execution of this agreement, the second statement
billed following recommendation of candidates and the final
one-third billing upon completion of the recruitment
assignment . Reimbursable expenses shall be billed and payable
on a monthly basis .
3 . That The Par Group hereby does and shall
indemnify and save harmless the City, its officers and
employees from and against any lawsuit, liability and damage
of whatever nature, including workman' s compensation claims,
in any way resulting from or arising out of negligent actions
or omissions of The Par Group in connection herewith,
including negligent acts or omissions of employees or agents
of The Par Group arising out of the performance of the
services to be provided hereunder.
4 . That in all services to be provided by The Par
Group pursuant to this agreement there shall be no
discrimination against any applicant or candidate for
employment because of sex, age, race, color, creed, national
origin, marital status, of the presence of any sensory, mental
or physical handicap, unless based upon a bona fide
occupational qualification.
5 . That this agreement and each and every portion
thereof shall be binding upon the successors and the assigns
of the parties hereto, provided, however, that no assignment
V •
of this agreement shall be made without the prior written
consent of the City.
6 . That this agreement shall not be deemed or
construed to create an employment, joint venture, partnership,
or other agency relationship between the parties hereto.
7 . That this agreement and its attachments
constitutes the entire agreement of the parties on the subject
matter hereof and may not be changed, modified, discharged or
extended except by written amendment duly executed by the
parties . Each party agrees that no representations or
warranties shall be binding upon the other party unless
expressed in writing herein or in a duly executed amendment
hereof, or change order has herein provided.
8 . That this agreement shall be deemed to have made
in, and shall be construed in accordance with the laws of the
State of Illinois .
IN WITNESS WHEREOF, the parties hereto have entered
into and executed this agreement on the date and year first
written above .
CITY OF ELGIN THE PAR GROUP--PAUL . REAUME, LTD.
BY Ø(L4 62 . .cam_ BY
Ci 4F ager Its P •41'11.et
Attest :
004-1/6v,4__
City Clerk
0 Of JCC ( 1k] )
`'� \" Agenda Item No.
City of Elgin
August 6, 1999
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Search Firm to Fill Vacant Parks Superintendent Position
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider hiring The Par
Group to assist in the recruitment and screening of qualified
candidates for the vacant Parks Superintendent position.
BACKGROUND
The City' s Parks Superintendent position has been vacant since
December 1998 . The second round of advertising/interviewing for
the position was recently completed. Both recruitment efforts did
conclude with the top applicant being offered the position.
However, the first candidate declined for a position with another
agency and the second round candidate could not adhere to the
residency requirement due to his recent election to his local
school board.
The majority of the applicants managed less than six parks with
approximately 100 acres of land and general park facilities such as
restrooms and athletic fields . A search beyond the Chicago area
will prove more successful in recruiting an applicant with
experience that matches Elgin' s parks operations of over 50 parks
encompassing 1, 200 acres of land and various facilities including
pools, athletic fields and courts, historic pavilion, shelters, a
zoo and a cemetery. With the Parks Division reorganization and
current commitment to improving maintenance standards in the City' s
parks and public properties, this nationwide process will enable
the City to hire the best qualified applicant. The salary range
for the position is $60, 156 to $68, 292 .
Three search firms were contacted to provide a proposal to include
a scope of services and cost estimate . All scopes of services
included advertising the position nationally, recruiting and
screening candidates to provide a shortlist of qualified applicants
for the City to interview. The quotes for these services were as
follows :
. .
_ .
[ Search Firm/Parks Superintendent Vacancy
August 6, 1999
Page 2
Firm Base Price Reimbursables Total
DGM Maximum $15, 000 $8, 000 $23 , 000
Mercer Group $12 , 500 $7, 500 $20, 000
Par Group $13 , 500 $4, 500 $18 , 000
The Par Group provides search firm services at the lowest price of
$18, 000 . Attached is a copy of The Par Group' s scope of services .
The Par Group recently assisted in a limited capacity the City
recruit candidates for the Police Chief position.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
0 i FINANCIAL IMPACT
/'� Sufficient funds are available to cover this expense from savings
within the Parks Maintenance Personnel Budget, account number 010-
5031-764 . 01-01 as a result of the vacant Parks Superintendent
position. In 1999, $65, 000 was budgeted for the Parks
rw Superintendent ' s salary. The contract with The Par Group totals
$18, 000 .
loveLEGAL IMPACT
None .
ALTERNATIVES
Advertise and recruit for the position through the City' s Human
Resource Department again.
RECOMMENDATION
•
It is recommended that the City Council approve the expenditure of
$18, 000 to The Par Group to coordinate the Parks Superintendent
recruitment .
Respectfully submitted,
94.r.•_. A.: pc...13.4/60
Joyce A. Parker
City Manager
em. MM