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HomeMy WebLinkAbout08-01-16 CC Mtg - C5. PSA with GovHR for Executive Recruiting Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Bethany Jorgenson, Human Resources Manager Chris Kukulski, City Manager SUBJECT: Ratification of City Manager Signature on Professional Services Agreement MEETING DATE: August 1, 2016 AGENDA ITEM TYPE: Consent RECOMMENDATION: City Commission ratifies Chris Kukulski’s signature on the Professional Services Agreement between the City of Bozeman and GovHR. BACKGROUND: In May, 2016, the City Manager and Human Resources Manager were informed that Community Development Director, Wendy Thomas, was resigning. Per recruitment practice for director-level positions, and in compliance with the City’s Hiring Practices and City Purchasing Policy, two executive search firms were asked to submit bids for the recruitment of a new Community Development Director. GovHR submitted the lowest, most responsible bid. The final Professional Services Agreement was signed by GovHR on July 18, 2016, and was received and signed by the City on July 29, 2016. UNRESOLVED ISSUES: No unresolved issues. ALTERNATIVES: As suggested by the City Commission. FISCAL EFFECTS: This recruitment will have a fiscal effect of approximately $20,000, which will be charged to Community Development. Attached Documents: Professional Services Agreement 94 95 96 97 98 99 100 101 102 103 104 630 Dundee Road, Suite 130, Northbrook, Illinois 60062 Local: 847.380.3240 Toll Free: 855.68GovHR (855.684.6847) Fax: 866.401.3100 GovHRUSA.com EXECUTIVE RECRUITMENT • INTERIM STAFFING • MANAGEMENT AND HUMAN RESOURCE CONSULTING May 11, 2016 Ms. Bethany Jorgenson Human Resources Director City of Bozeman 121 North Rouse Bozeman, MT 59771 Dear Ms. Jorgenson: Thank you for the opportunity to provide you with a proposal for the City of Bozeman’s Community Development Director recruitment and selection process. GovHR USA prides itself on a tailored, personal approach to executive recruitment and selection, able to adapt to your specific requirements for the position. QUALIFICATIONS AND EXPERIENCE GovHR USA is a public management consulting firm serving municipal clients and other public sector entities on a national basis. We work exclusively in the public sector, offering customized executive recruitment services, as well as providing other management studies, temporary staffing and related services for communities, counties, intergovernmental organizations and not-for-profit organizations that serve local government. GovHR USA is co-owned by Heidi Voorhees, President, and Joellen Earl, CEO. GovHR is a certified woman owned business firm in the State of Illinois. GovHR USA was established in 2009 as Voorhees Associates, LLC. In January, 2014 Voorhees Associates combined with GovTempsUSA to form GovHR USA. This combination enables us to more effectively serve our clients by utilizing our combined resources to provide not only executive recruiting and management consulting, but also temporary staffing solutions, including short-term, long-term, and interim placements. Our headquarters offices are in Northbrook, Illinois. Prior to 2009, Ms. Voorhees and a number of current GovHR USA consultants worked for The PAR Group, a public sector national consulting firm established in 1972. Ms. Voorhees began working for The PAR Group in 2001 and served as its President from 2006-2009. She has conducted more than 220 recruitments in her management consulting career, with many of her clients repeat clients, attesting to the high quality of work performed for them. In addition to her years of executive recruitment and management consulting experience, Ms. Voorhees has 19 years of local government leadership and management service with the Villages of Wilmette and Schaumburg, Illinois, as well as the City of Kansas City, Missouri. Ms. Earl is a seasoned manager, with expertise in public sector human resources management. She has held positions from Human Resources Director and Administrative Services Director to Assistant Town Manager and Assistant County Manager. Ms. Earl has worked in forms of government ranging from Open Town Meeting to Council-Manager and has supervised all municipal and county departments ranging from Public Safety and Public Works to Mental Health and Social Services. The firm has a total of twenty-two consultants, both generalists and specialists (public safety, finance, parks, etc.), who are based in Arizona, Florida, Illinois, Michigan, and Wisconsin, as well as six reference specialists and ten support staff. 105 City of Bozeman, Montana page 2 Philosophy Executive search is an important decision-making process for a community; our primary goal is to help our client to make a good decision. Our firm’s executive recruitment philosophy embraces a professional process of integrity, trust, and respect toward all parties involved and complete commitment toward meeting the expressed needs and desires of our client. All of our services are handled by principals of the firm who have established and well-regarded reputations in the search field as well as actual operating experience in the public management fields in which they now consult. Each has impeccable professional credentials and unblemished personal reputations. Keeping both our client and prospective candidates informed on the status of the recruitment on a regular basis is also an important part of our recruitment process. Our work is carried out in an open manner with particular attention given toward seeking out critical factors of a client’s organization and governance and utilizing such information respectfully and discreetly in seeking out candidates who truly have the ability to meet the expectations and needs of the client—working strenuously in developing a fully qualified, “best match” candidate pool for client consideration. Our process includes assistance in the critical final interview and selection phases of the recruitment, and availability to both client and candidate for months following the appointment. Our process was developed and refined over the years to meet the special, and often unique, needs and circumstances facing our local government, public management, and related not-for-profit clients. Experience GovHR USA has completed 309 recruitments since its establishment in 2009. Our consultants are experienced executive recruiters who have conducted over 500 recruitments, working with cities, counties, special districts and other governmental entities of all sizes throughout the country. In addition, we’ve held leadership positions within local government, giving us an understanding of the complexities and challenges facing today’s public sector leaders. References The following references can speak to the quality of service provided by GovHR USA (recruitments marked * were conducted under the firm’s previous name, Voorhees Associates): Community Development Director recruitment* Chief Engineer II recruitment Senior Engineer for Development recruitment Senior Engineer for Street Maintenance recruitment Chief Financial Officer recruitment Director of Communications recruitment Director of Public Services recruitment City of Elgin, Illinois Sean Stegall, City Manager 150 Dexter Ct. Elgin, IL 60120 847/931-5590 Stegall_s@cityofelgin.org Community Development Director recruitment* Director of Parks, Recreation, and Community Services Director of Public Works recruitment* City of Evanston, Illinois Elizabeth Tisdahl, Mayor Wally Bobkiewicz, City Manager 2100 Ridge Avenue Evanston, IL 60201 TEL: 847-866-2936 citymanagersoffice@cityofevanston.org 106 City of Bozeman, Montana page 3 Director of Community Development recruitment* Director of Finance recruitment Fire Chief recruitment* Director of Public Works recruitment* City of Highland Park, Illinois Ghida Neukirch, City Manager 1707 St. Johns Ave Highland Park, IL 60035 847-926-1000 gneukirch@cityhpil.com Consultant Assigned GovHR USA Vice President Paul Harlow will be responsible for your recruitment and selection process. Paul M. Harlow Vice President Paul M. Harlow has 38 years of municipal experience in both public safety and municipal management for the Village of Glencoe, Illinois on Chicago’s North Shore. This included 10 years as Director of Public Safety of the fully consolidated Public Safety Department and 13 years as Village Manager. As Director of Public Safety, Mr. Harlow was responsible for coordinating and managing police, fire and emergency medical services in a fully consolidated public safety department. Overseeing the effort of international accreditations in a public safety environment, the department initiated and achieved accredited status in law enforcement through CALEA and initiated the process of fire service accreditation through the Commission on Fire Accreditation International. Upon receiving those certifications, the organization was identified as the only combined services public safety agency in the world with dual accreditation status. During his tenure as Director of Public Safety, Mr. Harlow led efforts to enhance community based human relations programs and led in the enhancement of numerous regional mutual aid initiatives for effectiveness and efficiencies in area law enforcement and fire service, including the formation of a Major Crimes Task Force and Mutual Aid/Automatic Response Programs. In addition, as Director of Public Safety, Mr. Harlow was an Assessor for the Commission on Accreditation for Law Enforcement Agencies (CALEA). As President of the Northern Illinois Police Crime Laboratory, Paul led a successful effort to achieve accreditation; becoming at that time, the only such private crime laboratory in the world to be awarded that status. Mr. Harlow served as a founding member of the Northeastern Illinois Public Safety Training Academy (NIPSTA). He has chaired numerous committees, served as Treasurer and Vice-President and currently volunteers as Chair of the NIPSTA Corporate Liaison Committee. As the 7th Village Manager of the first community in Illinois (and 14th in the Nation) to adopt a Council- Manager form of Government, Mr. Harlow maintained the standard of excellence for fiscal integrity and governmental responsibility. AAA Bond Ratings, a series of voter approved infrastructure and business district improvements, GFOA awards for Excellence in Financial Reporting and Popular Annual Financial Report and fiscal stability in an era of economic downturn were maintained throughout his tenure. As Village Manager, Mr. Harlow directed the implementation of public communications policies leading to the Illinois Policy Institute acknowledgment for “receiving the highest score for transparency in the State of Illinois.” Paul oversaw the operation of a variety of municipal services, including the operation of a water production facility and a municipal golf course; both distinguished for their quality. Mr. Harlow initiated and implemented numerous “shared services” programs with other local governmental entities that have led to effective cost savings to the taxpayers. 107 City of Bozeman, Montana page 4 During his tenure as Village Manager, a significant enhancement to “the arts” in the community was fostered by the Village’s retention and approved expansion of Writers’ Theatre, “a cultural destination with a national reputation for excellence.” The position of the community was also improved by the enhanced relationship between the Village and the Chicago Botanic Garden, an internationally recognized venue. Mr. Harlow holds a Bachelors Degree in Political Science and a Masters Degree in Business Administration and Administration of Justice. He is a graduate of Northwestern University’s School of Police Staff and Command and Executive Development Institute. He is also a graduate of the Federal Bureau of Investigation National Academy and Law Enforcement Executive Development Symposium. SCOPE OF WORK A typical recruitment and selection process can take 175 hours to conduct. At least 50 hours of this time is “administrative” including ad placement, acknowledgment of résumés, reference interviews, and due diligence on candidates. These tasks may take longer if someone is performing them for the first time. We believe our experience and ability to professionally administer your recruitment will provide you with the best possible outcome. GovHR USA clients are kept informed of the progress of a recruitment throughout the recruitment process. Consultants are always available to provide information and answer questions, and details of the process such as placement of advertising and applications received are discussed in regular updates via either telephone or email. GovHR USA suggests the following approach to your recruitment, subject to your requests for modification: Phase I – Position Assessment, Position Announcement and Brochure Development Phase I will include the following steps:  Interviews with the City Manager, and the City’s senior staff as well as any other individuals you deem appropriate to best understand the responsibilities, challenges, and culture of the City. At least eight (8) hours of one-on-one interviews will be conducted with elected officials, staff and the public in order to develop our Recruitment Brochure. This important document outlines the expectations that the City has for its next Community Development Director, providing us with the information we need to target our recruitment. During this process we will assist you with establishing the salary for the Community Development Director by conducting a salary survey of comparable communities, if so desired.  Development of a Position Announcement.  Development of a detailed Recruitment Brochure for your review and approval.  Agreement on a detailed Recruitment Timetable. Phase II – Advertising, Candidate Recruitment and Outreach Phase II will include the following steps:  Placement of the Position Announcement in appropriate professional online publications. In addition to public sector publications and web sites, outreach will include LinkedIn and other private sector resources. We can provide the City with placement recommendations, if so desired. 108 City of Bozeman, Montana page 5  The development of a database of potential candidates unique to the position and to the City of Bozeman, focusing on the leadership and management skills identified in Phase I as well as size of organization, and experience in addressing challenges and opportunities also outlined in Phase I.  Outreach will be done through e-mail and telephone contacts as appropriate. GovHR USA consultants have extensive knowledge of the municipal government industry and will personally identify and contact potential candidates. With more than 600 collective years of municipal and consulting experience among our consultants, we often have inside knowledge about candidates. Phase III – Candidate Evaluation and Screening Phase III will include the following steps:  Review and evaluation of candidates’ credentials considering the criteria outlined in the Recruitment Brochure.  Candidates will be interviewed by Skype or Facetime to fully grasp their qualifications and experience as well as their interpersonal skills. This is an hour long interview, asking specific questions about their experience and skill set. This allows us to ask follow up questions and probe specific areas. It also provides us with an assessment of their verbal skills and their level of energy for and interest in the position.  Formal and informal references (two per candidate) and an internet search of each candidate will be conducted to further verify candidates’ abilities, work ethic, management and leadership skills, analytical skills, interpersonal skills, ability to interact with the media, and any areas identified for improvement.  All résumés will be acknowledged and contacts and inquiries from candidates will be personally handled by GovHR USA, ensuring Bozeman’s process is professional and well regarded by all who participate. Phase IV – Presentation of Recommended Candidates Phase IV will include the following steps:  GovHR USA will prepare a Recruitment Report that presents the credentials of those candidates most qualified for the position. You will advise us of the number of reports you will need for the individuals involved in this phase of the recruitment and selection process. We provide a binder which contains the candidate’s cover letter and résumé. In addition, we prepare a “mini” résumé for each candidate, so that each candidate's credentials are presented in a uniform way. As résumés come in all different formats, these “mini” résumés will give you a clear, consistent look at each candidate “at a glance.”  GovHR USA will provide you with a log of all candidates who applied. You may also review all of the résumés should you so desire.  GovHR USA will meet with you to review the Recruitment Report and expand upon the information provided. The report will arrive two to three days in advance of the meeting, giving you the opportunity to fully review it. In addition to the written report, we will spend 2 to 3 hours with you to bring the candidates to “life” by reviewing their telephone interview and providing excerpts from two (2) references we will have done on the individual. Phase V –Interviewing Process Phase V will include the following steps: 109 City of Bozeman, Montana page 6  At the Recommendation meeting, the Interviewing Process will be finalized including the discussion of any specific components you deem appropriate, such as a writing sample.  GovHR USA will develop the first and second round interview questions for your review. GovHR USA will provide you with interview books that include the credentials each candidate submits, a summary of each candidate’s credentials, a set of questions with room for interviewers to make notes, and an evaluation sheet to assist interviewers in assessing each candidate’s skills and abilities.  GovHR USA will work with you to develop an interview schedule for the candidates, coordinating travel and accommodations. The schedule will incorporate a tour of City of Bozeman facilities and interviews with Department Heads and elected officials. We offer a community “Meet and Greet” option, at no charge, as a means for the community to interact and get to know the candidates in an informal setting. At this "Meet and Greet," candidates would give a brief overview of themselves and answer questions from the audience.  Once candidates for interview are selected, additional references will be contacted, along with verification of educational credentials, criminal court, credit, and motor vehicle and records checks. Using the candidate's name and work experience we review the top 200 search results available from Google, as well as his/her activity (if publicly available) on Facebook, Twitter, and other social media platforms. Employment verification can also be provided if so desired. GovHR USA recommends a two-step interviewing process with (typically) five candidates interviewed in the first round. Following this round, we strongly suggest that two or three candidates are selected for second round interviews. Again, we will prepare a second round of interview questions and a “score sheet.”  GovHR USA consultants will be present for all of the interviews, serving as a resource and facilitator. Phase VI – Appointment of Candidate  GovHR USA will assist you as much as you request with the salary and benefit negotiations and drafting of employment agreement, if appropriate.  GovHR USA will notify all applicants of the final appointment, including professional background information on the successful candidate. Optional 360° Evaluation As a service to the City of Bozeman, we offer the option to provide you with a proposal for a 360° performance evaluation for the appointed Community Development Director at about six months into his or her employment. This evaluation will include seeking feedback from both Elected Officials and Department Directors, along with any other constituent the City feels would be relevant and beneficial. This input will be obtained on a confidential basis with comments known only to the consultant. If you are interested in this option, GovHR USA will prepare a proposal for this service. Recruitment Schedule A detailed recruitment schedule will be provided in Phase I. The recruitment and selection process typically takes 90 days from the time the contract is signed until the candidate is appointed. We can work with you on a shorter process, should you so desire. 110 City of Bozeman, Montana page 7 Our typical recruitment process includes the following milestones and deliverables: On-site interviews of Bozeman officials and staff, weeks 1-2 development and approval of recruitment brochure Deliverable: recruitment brochure Placement of professional announcements; candidate weeks 3-8 identification, screening, interview and evaluation by consultant Consultant recommendation to City Manager of qualified candidates week 9 Deliverable: recruitment report Selection of candidate finalists by City Manager; additional week 10 background and reference checks, report preparation and presentation Deliverable: interview reports including suggested questions and evaluation sheets Interviews of selected finalist candidates; City Manager selection weeks 11-12 of final candidate; negotiation, offer, acceptance and appointment Summary of Costs Recruitment Fee: $12,000 Recruitment Expenses: (not to exceed) 5,500 Expenses include consultant travel, candidate outreach, and candidate due diligence efforts.. Advertising costs 2,000 Total Fees: $19,500* Expenses include billing the client for up to 10 recruitment reports and 10 interview books. Clients requesting additional copies will be billed an additional per-book charge which may then exceed the estimated expenses. Advertising costs over $2,000 will be placed only with client approval. If less than $2,000, Client is billed only for actual cost. *This fee does not include travel and accommodations for candidates interviewed. Recruitment brochures are produced as electronic files. Printed brochures can be provided, if desired, for an additional cost of $900. The above cost proposal is predicated upon three consultant visits to Bozeman; the first for the recruitment brochure interview process; the second to present recommended candidates; and the third for the candidate interview process. Any additional consultant visits requested by the City Manager may result in an increase in the travel expenses and those expenses will be billed to the client. Payment for Fees and Services Professional fees and expenses will be invoiced as follows: Recruitment expenses and the costs for the Recruitment Brochure printing will be itemized with sufficient detail and invoiced as incurred. In addition, the Recruitment Fee will be invoiced in three (3) equal payments, billed during the course of the recruitment. The first invoice for the Recruitment Fee will be sent upon acceptance of our proposal. The 111 City of Bozeman, Montana page 8 second invoice will be sent following the recommendation of candidates and will include any expenses incurred to date. The final invoice will be sent upon completion of the recruitment assignment and will include all remaining expenses. Upon receipt of each invoice the City will approve payment in accordance with its claims procedures within thirty (30) days of receipt. GovHR USA Guarantee It is the policy of GovHR USA to assist our clients until an acceptable candidate is appointed to the position. Therefore, no additional professional fee would be incurred should the City Manager not make a selection from the initial group of recommended candidates and request additional candidates be developed for interview consideration. Additional reimbursable expenses may be incurred should the situation require consultant travel to Bozeman beyond the planned three visits. Upon appointment of a candidate, GovHR USA provides the following guarantee: should the selected and appointed candidate, at the request of the City of Bozeman or the employee’s own determination, leave the employ of the City of Bozeman within the first 24 months of appointment, we will, if desired, conduct another search for the cost of expenses and announcements only. In addition, in accordance with the policy of our firm as well as established ethics in the executive search industry, we will not actively recruit the placed employees for a period of five years. ADDITIONAL SERVICES It is our understanding that the City is interested in considering additional consulting assistance to probe reasons for turnover in the Community Development Director position and provide recommendations, if appropriate, to address this turnover. In order to assess this, our consultant would spend additional time on site during his initial visit in order to interview the City Manager, other department heads, previous directors, department staff, and other suggested stakeholders regarding the Community Development Director position. We would then prepare and present a report on our findings to the City Manager. We estimate an additional 32 hours of consultant time for interviews and report preparation. The charge for this service would be $4,000 professional fee plus an additional $1,000 in consultant expenses. Why Choose GovHR USA? The heart and soul of a professional recruitment firm is the expertise it brings to its clients. GovHR USA consultants are all experienced local government executives who have demonstrated careers and expertise that brings first hand knowledge of the disciplines in which they now consult. This knowledge can assist clients in designing the appropriate interview questions, the development of written and oral exercises to best assess candidates’ abilities, and facilitation of the clients’ discussion of the candidates. Our process reflects the client’s goals and objectives—therefore, the time we spend developing the Recruitment Brochure is critical in our understanding of the challenges, opportunities, and culture of the position under consideration. Our candidate assessment and interviewing skills are based on thousands of interviews over the course of our Consultants’ many years of experience in the recruitment and selection field. This professional familiarity allows us to be sensitive to the nuances, not only the obvious. In addition, as experienced local government professionals, our Consultants are able to ask probing, thoughtful questions and effectively evaluate the candidates’ answers. We provide the client with a diverse list of potential candidates who have been fully vetted by our staff and who are truly interested in and well-qualified for the position. We respect the confidentiality of candidates’ applications and are respectful of the candidates’ current employment situation when we conduct reference calls. We are not a gatekeeper—clients will be provided with a list of everyone who applied and may view the résumés should they so desire. 112 City of Bozeman, Montana page 9 Our firm’s executive recruitment standards embrace a professional process of integrity, trust, and respect toward all parties involved and a commitment toward meeting the expressed needs and desires of our Client. Our ultimate goal is for the client to be completely satisfied with the selected candidate. This proposal will remain in effect for a period of six months from the date of the proposal. We look forward to working with you on this recruitment and selection process! Sincerely, Heidi J. Voorhees President GovHR USA ACCEPTED BY THE CITY OF BOZEMAN, MONTANA BY: TITLE: DATE: 113